Moving Services Between Invoices

Need to move services onto a new Invoice? Check out the Video Help Article on Moving Services Onto A New Invoice

In This Article

In Time To Pet, scheduled services are intrinsically linked to invoices. Each service that is scheduled for a client becomes a line item on an invoice. This makes it extremely easy to automatically generate invoices and bill your clients. If, however, you decide that certain services are better off in a different invoice than originally planned, you can easily move them between invoices by following the instructions below.


Moving Services To A Different Invoice

In order to move the services, we need to load the  destination service order in the Scheduler.

Loading Destination Service Order From Client Page
  1. Visit the client’s profile page.
  2. Click on the "Services/Invoices" tab.
  3. Find the invoice in the table and click the “Calendar” link.
Loading Destination Service Order from Invoice List
  1. Visit the Invoice List page.
  2. Find the invoice in the table and click the “Calendar” link.

    Image of invoice in invoice list with an arrow pointing to the Calendar link

Loading Destination Service Order From Scheduler
  1. On the calendar, find an existing event that is part of the destination service order.
  2. Click on the event to bring up the quick info popup.
  3. Next, select the three bar icon to pull up the client's service order.

Image of quick info pop up on the scheduler with an arrow pointing to the service order icon

This will bring up the service order at the top of the screen:

image of a loaded client service order at the top of the scheduler screen

Now that the  Destination Service Order has been loaded in the Scheduler, we can begin moving services into it.

Claiming Services One At A Time

If there are only one or two services that you want to move, it is often quickest to do a single claim at a time.

  1. Click “Claim Existing Services” from the invoice box

    Image of the upper left hand corner of a client service order with an arrow pointing to the claim existing services link

  2. Click the “Claim Individual Services” button. 

    Claim services pop up window with an arrow pointing to the claim individual services option

  3. Find the service that you want to ‘claim’ on the calendar and click on it.
  4. A new popup window will appear. Click “Claim Service”. 

    Pop up window to claim individual service after selecting the service on the scheduler

  5. Continue claiming as many services as you want. When finished click the “Finish Claiming Services” button at the top of the client service order. 

    Finish claiming services button in the upper right hand corner of the client's service order

Note that services can only be moved between invoices that belong to the same client. When claiming services, we will automatically filter the calendar to only show events belonging to the destination invoice’s client. When you are finished claiming, we will automatically go back to the calendar as it was before.

Claiming Services In Bulk

You can also claim services in bulk by selecting events in a specified date range. For example, you can move all services for Nov 1 – Nov 30 into an invoice with just a few clicks.

  1. Click “Claim Existing Services” from the invoice box on the service order.
  2. Click the “Claim In Bulk” button. 

    Claim services pop up window with an arrow pointing to the claim in bulk option

  3. A new screen will appear where you can select the date range you wish to search in. 

    bulk claim pop up window to select date range for services

  4. Once a list of events has been returned, you can then pick and choose which events you wish to claim. To select all at once, click the “Check All/None” button.

    List of events to claim in bulk with check boxes on the left hand side and check all/none button

    When ready, click the “Bulk Claim Events” button.

  5. The result of each event will be updated to reflect the status of the move.

    Event list with an arrow pointing to the status column showing that these events were successfully claimed in bulk

Check out our help video on claiming events here:


FAQs

How do I combine template events with one-off events (or scheduled trips already on separate invoices)?
Occasionally a client will have a template for recurring services but will also need to schedule additional events outside of their template. We'll explain what to do if this is the case and if you want the template events and the additional events on the same invoice.

Any pending templates for the period of the separate trip will first need to be approved so those events are approved on the scheduler. If there are pending templates occurring before the date those will need to be approved as well. For example, if the invoice that needs to be combined with a template is for October 16th-October 29th, all pending templates occurring before that period as well as the template for October 16th-October 29th will need to be approved before the invoices can be combined. For a short video, visit our help article: Manually Approving Future Templates

1. If the Template invoice has already been approved for the period that the trip is already scheduled and both are ready to combine, you can go to the Templates tab and select the client's Template invoice. From here, select the "View on Calendar" button for that particular invoice to pull it up on the Scheduler and load the Service Order. 

Screen-Shot-2022-10-21-at-3-00-12-PM.png
If the Template invoice has not been approved yet for the period, select "Cancel Auto Approval" and "Approve" to override the auto-approval and manually approve the Template invoice(s). For a short video, visit our help article: Manually Approving Future Templates

Load the newly approved template invoices' service order by going to the Templates tab on the client's profile, selecting the "View on Calendar" button for that particular invoice to pull it up on the Scheduler, and load the Service Order.  

2. Now the freshly approved template's invoice can be combined with the separate trip. With the Service Order open, click Claim Existing Services and follow the steps in our Moving Services Between Invoices help article to claim the trip services onto the Template invoice:

Screen-Shot-2022-10-21-at-3-00-43-PM.png

NOTE: If the trip invoice has not yet been created (if you have not yet scheduled the client's trip or one off services yet), you can select the "Trip Tool" button on the screen above to schedule the trip directly on the Template invoice that you have pulled up on the calendar. To schedule a single event, click the "Add Event" button to schedule the single event directly on the Template invoice that you have pulled up on the calendar. 

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