ToolWatch makes it easy to create, find, and print invoices based on Job Cost and Billing charges. This article walks you through the full workflow — from setting invoice defaults to generating and filtering invoices in the Invoice Browser, then printing them individually or in batches.
What You'll Learn
How to configure invoice options for a Stock Location
How to generate invoices for posted or unposted charges
How to search and filter invoices in the Invoice Browser
How to print one or many invoices as PDFs
1. Set Invoice Options (One-Time Setup)
Before generating invoices, configure each Stock Location's invoice options.
Action Steps:
Go to Administration
Expand Company Lists
Click Locations
Click Edit next to a Stock Location
Select the Invoice Options tab
Fill in:
Business Unit
Terms
Sales Tax % (numbers only)
Dunning Message (optional footer text)
Click Save, then Finished
📌 These values populate every invoice generated for this location.
2. Generate Invoices
ToolWatch lets you generate invoices for either Job Cost or Billing charges based on Cost Center and date range. Each invoice is created using the settings from your Invoice Options tab and includes all matching charges for the selected period.
Action Steps:
From the Navigator panel, click Job Cost & Billing
Select Invoice Browser
Click Generate Invoices
The Generate Invoices window opens.Set the Date Range
Choose the start and end dates for the period you want to invoice
To invoice a single day, set both dates to the same value
This date range determines which charges are selected, based on whether you choose Posted or Unposted in Step 5.
Select Posted or Unposted
Posted (default): Uses posting date to match charges
Unposted: Includes all unposted charges for the current billing period, regardless of date
If you're unsure which to use, default to Posted for finalized data.
Choose the Charge Type
Select Job Cost or Billing
This determines which rate structure (internal vs. customer) is used.
(Optional) Include Retired Tools
Check this box to include charges from tools that were retired during the billing period
The tool’s retirement status will not prevent charges from being calculated if this box is checked.
Enter the Invoice Date
Defaults to today’s date
This will be printed as the official invoice date.
Enter the Payment Due Date
Set the date by which payment is expected
This is displayed on the invoice and reflects your payment terms.
Select Cost Centers
Select one or more Cost Centers to include
You may choose individually or click the column header to select all
One invoice is created per selected Cost Center.
Review Stock Location Context
A small note labeled Current Stock Location reminds you that Invoice Options (e.g., terms, tax, dunning message) are based on the Stock Location selected in the navigation tree.
Click Generate
ToolWatch processes the request and creates one invoice per Cost Center
A confirmation message appears showing how many invoices were generated
Return to the Invoice Browser
After generation, you're returned to the Invoice Browser where the new invoices are listed and ready to print
3. View or Search Invoices
After invoices are generated, you can use the Invoice Browser to search, filter, sort, and prepare them for printing. Each row represents one invoice, and the columns provide key invoice and customer details.
Action Steps:
Go to Job Cost & Billing > Invoice Browser
To view all available invoices, click Search without entering any filters
To narrow your results, filter by:
Invoice Number
Date Range
Cost Center
Charge Type (Billing or Job Cost)
Click Search to refresh the table
Use column headers to sort by Invoice #, Customer, Terms, or Due Date
To select an invoice for printing, click the checkbox next to the row
You can select one or multiple invoices to print in a batch
📋 Column Definitions
Column | Description |
Number | System-generated invoice ID assigned at creation |
Date | Invoice Date selected when invoice was generated |
Due | Payment Due Date shown on the invoice |
Charge Type | Indicates if the invoice is for Job Cost or Billing |
Type | Shows whether the data used was Posted or Unposted |
Include Retired | Marks whether retired tools were included in the invoice |
Billing Period Start/End | Reflects the date range selected at generation |
Terms | Payment terms pulled from the Invoice Options tab |
Sales Tax | Tax rate applied, based on Invoice Options |
Cost Center | The Cost Center billed or costed |
Created By | Username of the person who generated the invoice |
💡 Click any column header to sort or group invoice results for easier review.
Helpful Notes
The Invoice Browser always reflects the latest invoices from the system
The search panel allows you to run broad or specific queries
Selecting multiple invoices allows you to generate a single PDF with all included
Unprinted invoices will remain in the browser until they are printed or voided
4. Print Invoices
Action Steps:
Expand Job Cost and Billing
Select Invoice Browser
Select one or more invoices in the Invoice Browser
Click Print Invoices
Choose a format:
Print Invoices (summary only)
Print Invoices with Rates (includes line-item detail)
A PDF opens in a new window
Use browser tools to download or print
You can print one invoice or multiple in a batch.
Invoice Field Reference Table
Section on Invoice | Field | Where It Comes From |
Header | Customer Name | Cost Center > General Info tab > Customer |
| Center Contact | Cost Center > General Info tab > Manager |
| Contact Phone | Employees List > Selected Manager > Phone 1 |
| Invoice Number | Invoice Browser > Number |
| Invoice Date | Generate Invoices > Invoice Date |
| Payment Due | Generate Invoices > Payment Due Date |
| Terms | Invoice Options > Terms |
| Cost Center | Generate Invoices > Cost Center |
| Billing Period | Generate Invoices > Date Range |
Line Items | Quantity | Billing Browser > Qty |
| Description | Model Record > Description |
| Item Number | Billing Browser > Item Number |
| Model | Billing Browser via Model Record |
| Serial Number | Tool Record > Serial Number |
| Assignment | Billing Browser > Transaction Detail > Location |
| Start Date | Billing Browser or charge start date |
| End Date | Billing Browser or charge end date (if returned) |
| Transaction Type | Transfer or Misc Charge/Credit |
| Charge Type | Charge, Misc Charge, Misc Credit, or Loss Charge |
| Hours | Billing Browser > Transaction Detail |
| Effective Rate/Hour | Billing Browser > Transaction Detail |
| Unit Price | Billing Browser > Amount Each |
| Total | Unit Price × Quantity (Extended Total) |
Footer | Rental Charges | Sum of all line item Totals |
| Sales Tax | Rental Charges × Tax% |
| Net Due | Rental Charges + Sales Tax |
| Dunning Message | Invoice Options tab (Stock Location) |
| Remit To Address | Locations > Invoice Options tab of the Stock Location |
💡 These fields are automatically pulled from Rate Sheets, Billing Browser, Cost Center, and Stock Location settings. Always check those areas before invoice generation.