1. Start with the correct customer and location
Confirm the customer name, billing details, phone, email, and exact service address. For a commercial account, choose the location where the work happened rather than copying the billing address onto every job.
2. Keep three descriptions separate
The job description is the short title for the work. Client concerns capture what the customer reported. Service notes explain what the technician found and completed. Merging them can erase useful history or print the wrong information.
3. Add parts and labor accurately
Each customer-facing line should have a clear description, quantity, unit or hours where useful, and customer price. Keep the company's actual cost and internal technician cost in private fields used for gross profit.
4. Review warranty and payment terms
Choose the warranty language that applies to this job. Do not print a zero-year warranty or default promise that the business did not intend. Confirm issue date, due date, taxes, discount, amount paid, and balance due.
5. Generate one stable PDF
The email attachment should reuse the same generated document the user previewed. Headers, logo, totals, signatures, and long sections should remain readable across page breaks.
6. Preview the email before sending
Confirm the recipient, subject, message, related invoice, attachment filename, and total. Save outbound status so the business can see whether the send succeeded or failed.
7. Close the loop
Record payments promptly. If an invoice remains open, ask whether payment was received before sending a reminder. Once paid, stop payment reminders and close the document.