Do you want the descriptions on your invoices automatically customized for every job? vWork enables this with the Dynamic Invoice Description feature that is available to all vWork account holders.
With Dynamic Invoice Descriptions, you can easily tailor the invoice description for every job with minimal effort. Include information like the customer and the mobile worker's name, the Job ID, step addresses, custom fields, and an extensive array of other job-related information. Make your invoice descriptions flexible, save your mobile workers and dispatchers time, and minimize the opportunity for errors and mistakes. Dynamic Invoice Descriptions are easy to set and forget. Once in place, you won’t need to take extra steps to ensure the invoice description is perfectly tailored to each customer. However, if required, you can still adjust the Dynamic Invoice Description.
In this article
This article explains how to add Dynamic Invoice Descriptions to job templates and jobs and also view these in invoices and reports.
- What are Description tokens?
- Add a Dynamic Invoice Description to a template
- View (or edit) a job's Dynamic Invoice Description
- View a Dynamic Invoice Description in an invoice or other report
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What are Description Tokens?
A Description Token is a placeholder for actual job data in the Invoice Description field in a job template or job editor. It automatically adds job-specific data to the invoice description in a job when that data is saved with a job.
There are several Description Tokens that you can add to your invoice description. We list and describe them in this table.
The vWork Job ID that is assigned to the job as the unique job identifier when the job is created.
The name of the job template.
The name of the mobile worker assigned to the job.
The name of the asset in vWork that is linked to the job. You can only use this token if you have the Assets feature enabled in your vWork account.
The name of all equipment in vWork that is linked to the job. You can only use this token if you have the Equipment feature enabled in your vWork account.
Job Created Date
The date the job is manually or automatically created in vWork.
Job Completed Date
The date the last step in a job is completed.
Ad Hoc Email Recipient Name
The name of a person saved as an Ad Hoc Email Recipient in a job. This is an optional feature that may not be enabled for your account.
Ad Hoc Email Recipient Name
The address of a person saved as an Ad Hoc Email Recipient in a job. This is an optional feature that may not be enabled for your account.
Ad Hoc SMS Recipient Name
The name of a person saved as an Ad Hoc SMS Recipient in a job. This is an optional feature that may not be enabled for your account.
Ad Hoc SMS Recipient Number
The mobile number of a person saved as an Ad Hoc SMS Recipient in a job. This is an optional feature that may not be enabled for your account.
The step address from a selected job step.
The contents of any text-based custom field from the job; eg. a Free Text custom field, Number custom field, Date and Time, Picklist, etc.
Add a Dynamic Invoice Description to a template
The first step required to set up a Dynamic Invoice Description is to add Description Tokens to the description field to customize the invoice description.
Note: You can also add a Dynamic Invoice Description directly to a job in the job editor following similar steps. You must have enabled invoicing on the job template that you use to create the job first.
To add tokens to an invoice Description field in a job template:
- Go to Settings > Templates and either add a new template or open an existing template that you want to modify.
- Click the Invoicing tab to open it and click if invoicing is not enabled on the template.
- Click in the invoice Description field and type the invoice description. When you want to add a Description token make sure the cursor is where you want to add the token then click the selected token to add it.
In this example, we began the invoice description with the Template Name token and then typed “completed by”. We want to add the Worker Name token next. When we click on this token it is added to the description at the place marked by the cursor. We will then add more details to the description and include the Job Completed Date token.
- When you have finished adding Description Tokens to the invoice description and the other elements to the Invoice tab in the job template click or to save the template.
In this example, we completed the Dynamic Invoice Description in the template and used three tokens.
View (or edit) a job's Dynamic Invoice Description
When you create a job that includes a Dynamic Invoice Description the job updates the tokens with data as the data is added to and saved with the job.
Using the same example as above, here is an assigned job that has not yet started. This job is based on the Property Maintenance template. The template name has replaced the 'Template Name' token saved with the template. You can also see that Moe Lawne is the worker assigned to the job. Moe’s name is added in place of the 'Worker Name' token in the invoice description. The 'Job Completed' token can’t be completed until the job is completed. This token remains as a token in the Description field and includes the words 'Not Available' to show the information hasn't yet been added to the job.
Edit the Dynamic Job Description in the job
If needed, you can add and delete Description Tokens to a job in the job editor.
Note: When you edit an invoice description in the job editor it doesn’t change the template the job is based on.
To add another Description Token:
- Open the Job and click on the Invoicing tab to see the invoice for the job.
- Click in the invoice Description field to place the cursor where you want to add the token.
- Click the token you want to add from the tokens in the Description Tokens section.
In this example, we want to include the address of the property in the invoice description. This is included in Step 2, 'Arrive and set up', so we select this step from the Steps token menu to add this token to the description.
Once added to the description the token looks like this in the description.
- Click to save the added token to the invoice description. When you next open the Job Editor the step address shows in the Description field.
View a Dynamic Invoice Description in an invoice or other report
Once the job is completed, an invoice or other report will show the dynamic data in the invoice description in place of the Description tokens. If no data is available for the token the invoice will show the Description token instead and the words 'Not Available'.
Completing the example used in this article, you can see the Job Description created from the invoice Description field. This includes the' Template Name', 'Worker Name', 'Job Completed Date', and the step address token labeled 'Arrive at Site. Each of these tokens is replaced in the description with the corresponding data saved in the job.