Koala - Multi Day Scheduling and Progress Invoicing

There are a few things to consider when scheduling multi-day appointments.

1. How are we billing the job? All at once at the end, or progress billing
2. Is the same crew on the job the entire time?
3. Who is doing the invoicing? Installers or the office?
 

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Video Guides:

In this example, you schedule a recurring appointment for however many days are needed, the crew starts and completes the appointment each day and the material carries over down to the final appointment, which creates an invoice upon completion. 

Multi Day Projects - One Invoice at the end - Closed out on the Web Version

Multi Day Projects - One Invoice at the end - Closed out on the mobile app

Open the accepted proposal that requires a multi-day appointment.

Select the option to schedule from the proposal.

Enter notes as needed.

Set recurrence settings:

• Occurs daily

• Every 1 day

• Total number of appointments (example: 3)

Set the initial appointment’s date, time, and assigned technician.

Select Schedule to generate all recurring appointments.

Return to the proposal to verify all scheduled appointments appear (example: 3rd, 4th, 5th).

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Scheduling a multi-phase project where one crew does the removal, you invoice for that portion, then
Another crew does the installation, and you invoice that portion at the end.

One key factor to consider here is how the appointment is getting closed out and invoiced. Is it happening from the crew in the field, or are you doing this manually from the office?

In these examples, we're going to assume there is a two-week gap from removal to install. We will have one invoice upon completion of removal and one invoice upon completion of installation.

• Closed out by the crew in the field
• Closed out by the office

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Explanation

When a job requires multiple visits, there are two different ways to schedule it in ServiceMinder depending on how the job should be invoiced.

You must first determine whether the job should generate:

• One invoice at the end of the job (multi-day)
or
• Separate invoices for each phase (multi-phase)

The scheduling workflow is different for each case.

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Multi-Day Job (One Invoice at the End)

Use this when the job will take multiple days but the customer receives one final invoice after all work is completed.

Example:

• Large attic insulation install

• Crawlspace remediation completed over several days

Steps

1. Open the accepted proposal.

2. Click Schedule at the top of the proposal.

3. Set the first install date.

4. Configure the appointment to recur for the required number of days.

5. Ensure the job is set to Via Appointments with Carry Forward.

6. Save the schedule.

Result

This creates multiple install appointments but produces one invoice when the job is completed.

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Multi-Phase Job (Separate Invoices)

Use this when each visit should generate its own invoice.

Example:

• Phase 1: Air sealing

• Phase 2: Insulation

• Phase 3: Clean-up or finishing work

Steps

1. Open the accepted proposal.

2. Click Actions in the top-right corner of the proposal page.

3. Select Add Appt.

4. Enter the date for the next phase.

5. Assign the install crew.

6. Save the appointment.

Important:

The Schedule button is only used for the first appointment.

Additional phases must be created using:

Actions → Add Appt

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Adding Phase Line Items

When adding a new appointment using Actions → Add Appt, ServiceMinder allows you to add the specific line items for that phase.

You can do this using the Import button during the appointment setup.

Steps

1. Click Actions → Add Appt.

2. In the appointment window, select Import.

3. Choose the line items that should apply to that phase.

4. Save the appointment.

This allows each phase to contain only the work that will be completed during that visit.