Mobile worker invoice permissions are set at both an account level, in the Finance settings, and at a user level in each mobile worker's User Permissions. These permissions determine what a mobile worker can see and change on the 'Invoice' screen for a job in their vWork mobile app.
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This article explains how the finance settings change what a mobile worker can do in the vWork mobile app when they interact with a job invoice.
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Mobile worker permissions in the Finance Settings
The Finance settings are where you fine-tune what mobile workers can change on an invoice from within the vWork mobile app. These permissions apply to all mobile workers who have Full invoice permissions turned on within their User Permissions.
To set the Mobile worker permissions:
- Go to Settings>Finance>Invoicing.
- Scroll to Mobile Worker Invoice Permissions.
- Click to add a checkmark in each checkbox that you require to set what your mobile workers can do with an invoice on a job.
You can enable mobile workers to:
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- Add, edit, and delete line items - when this option is enabled the Edit actual quantity checkbox is also automatically enabled. This option allows workers to add both ad-hoc line items and items from the pricebook to the invoice information. Mobile workers can also edit the Code, Description, and Quantity but not the price of line items from the pricebook.
- Edit actual quantity - if you select this on its own, mobile workers can only edit the Actual quantity on the line item. They are not able to edit anything else.
- Edit invoice tax rate - check this to allow workers to adjust the tax rate applied to the invoice.
- Edit invoice description - enable this to allow mobile workers to modify the description for the invoice.
- Only allow items from the pricebook associated with the job - this option can only be selected with Add, edit, and delete line items. This option restricts mobile workers so they can only add line items from the selected pricebook to the invoice. They cannot add ad-hoc items to the invoice. Other than the Actual quantity they are also unable to edit any other aspect of the line item.
🔔 Note: When this option is selected all new templates must have a pricebook associated with the template. This may be the pricebook selected with the job template or the customer pricebook (if this option is enabled in your account). For more information about pricebooks please see the article: Use a pricebook to manage invoice line items.
- Add, edit, and delete line items - when this option is enabled the Edit actual quantity checkbox is also automatically enabled. This option allows workers to add both ad-hoc line items and items from the pricebook to the invoice information. Mobile workers can also edit the Code, Description, and Quantity but not the price of line items from the pricebook.
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Mobile worker user settings
By default, mobile workers don't have the invoice tab enabled in their mobile app to view invoice information for a job. You enable this permission for each mobile worker through their User Permissions.
To enable a mobile worker to view the invoice tab for a job on their mobile device:
- Go to Settings> Users> Users and select the mobile worker from the User Management list.
- Scroll down to User Permissions and under the Mobile Permissions section, and go to Invoices.
Choose from the following permissions:
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- select Full to enable the mobile worker to change invoice information on the invoice tab.
- select Read to enable them to view invoices on the invoice tab but without the ability to change anything.
- leave the permission as None (the default) if you want the mobile worker to see the invoice tab on the mobile app. They are unable to view any information relating to the invoice for the job.
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🔔 Note: Remember that what a mobile worker can change on the invoice is determined by the Mobile Worker Invoice Permissions enabled in the vWork Finance settings.
Related articles
- We provide an overview of vWork user permissions in the article, vWork user permissions.
- If you are interested in Mobile Permissions please see the article, Mobile Permissions.
- We explain user permission levels and how to apply these in the article, User permission levels for Web App and Mobile Permissions.
- To find out how to add new users to your vWork account please see the article, Create new users and send a log-in link to mobile users.
- For more information about pricebooks please see the article: Use a pricebook to manage invoice line items.