What Is a Service Call Document?
A service call document in AltheaSuite records the details of an onsite repair or maintenance visit — including customer information, labor performed, parts used, warranty coverage, and status updates. Once the service has been completed, retailers can generate an invoice directly from the service call document.
How to Invoice a Service Call in AltheaSuite
AltheaSuite provides two main methods to invoice a service call document:
1. From Within the Service Call Document
- Navigate to Service Calls > Service Call Documents.
- Filter by Invoice Status to find service calls that have not yet been invoiced.
- Select a completed service call, then scroll to the bottom and click Create Invoice.
- AltheaSuite will automatically pull over line items such as labor charges and parts used.
- Warranty providers (e.g., GE, Progressive) can be specified to indicate whether the cost is covered by the customer or a third-party.
- The invoice will reflect only the applicable charges — if covered by a warranty, only the cost is recorded, not the sales price.
2. Using the Context Menu
- From the Service Call Documents grid, use the context menu on any uninvoiced service call.
- Select Create Invoice.
- This method also pre-fills the invoice with all relevant customer, part, and labor information.
- You can manually adjust who pays for each item — the customer or the warranty provider — allowing for flexible billing scenarios.
Key Features and Benefits for Appliance Retailers
1. Accurate Billing
AltheaSuite ensures that every service call is invoiced accurately, with line-item detail on labor and parts. This eliminates manual errors and provides full visibility into what was done and what is being billed.
2. Warranty Integration
Retailers can easily assign warranty providers to individual parts or services. This not only simplifies invoicing but also ensures the correct party — whether the customer or manufacturer — is billed.
3. Flexible Payment Collection
Payments can be recorded as cash, check, or other methods at the time of invoicing. AltheaSuite’s Pay Now section allows immediate payment recording and tracking.
4. Clear Record Linking
Each sales invoice is linked to its originating service call document, allowing retailers to trace back work history, warranty involvement, and payment status — all from one central platform.
5. Customizable Invoice Layouts
Retailers can choose different invoice formats depending on whether they want to show a breakdown of warranty-covered versus customer-paid items. This ensures clarity for both internal records and customer communication.
Example Scenarios
- Warranty-Covered Repair: A technician installs a part and provides labor, both covered by GE under warranty. The invoice will show the cost but not the price, since GE is the payer.
- Customer-Paid Repair: The same service is performed but not covered under warranty. The invoice includes the full sales price, and payment is collected directly from the customer.
Final Thoughts
The ability to convert service calls into invoices within AltheaSuite is more than just a convenience — it’s a business tool that drives accuracy, accountability, and operational efficiency. For appliance retailers, this means faster billing cycles, fewer errors, and more reliable financial records. Whether you’re servicing under warranty or billing customers directly, AltheaSuite makes it easy to handle every detail with confidence.
Ready to streamline your service operations? AltheaSuite’s service call invoicing capabilities are designed to grow with your business — one successful repair at a time. Book a demo to see for yourself today.
