Financing in ServiceMinder

Financing in ServiceMinder: Standard Operating Procedure 

Purpose

This SOP defines the correct process for handling financed jobs in ServiceMinder while ensuring strict compliance with gross revenue reporting requirements and accurate downstream accounting.

This procedure incorporates prior Enerbank workflows and standardizes them under Koala’s financial reporting requirements.

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Non-Negotiable Policy: Gross Revenue Reporting

All jobs must be recorded and reported at 100% of the gross sales value.

Under no circumstances should you reduce or adjust the invoice total in ServiceMinder to account for:

• Financing fees (Enerbank or any provider)
• Credit card / merchant processing fees
• Lowe’s or partner fees
• Any other deductions

Violation of this policy results in inaccurate royalty reporting and is not permitted.

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System Setup (One-Time)

To properly track financed payments:

1. Navigate to Control Panel → Payment Options
2. Click Add
3. Create payment method: "Enerbank Financing" (or equivalent lender)
4. Uncheck "Publish this payment method"
5. Save

This ensures financing payments can be tracked internally without exposing the method to customers. 

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Operational Workflow

1. Record Initial Deposit (If Applicable)

• Apply deposit on the proposal
• Select Enerbank (or financing provider) as payment method
• Enter deposit amount (commonly ~50%)
• Uncheck "Send email receipt" (customer should not receive financing deposit receipt)

This step establishes partial payment without impacting invoice integrity.

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2. Complete Job and Generate Invoice

• Convert proposal to invoice
• Confirm full job value remains unchanged (gross total)
• Deposit will automatically carry over to invoice

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3. Record Final Payment

• Once funds are received from financing provider:
  • Open invoice
  • Click Pay
  • Select Enerbank (or financing provider)
  • Enter full remaining balance
  • Add reference number if available
• Save payment

At completion, the invoice should show:

• Deposit payment
• Final payment
• Total paid = full invoice amount (gross) 

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Critical Rule: Do NOT Adjust Invoice Amounts

The prior Enerbank guide explicitly states:

"DO NOT ADJUST THE PRICE OF THE INVOICE IN SERVICEMINDER TO REFLECT THE FEE" 

This is mandatory.

ServiceMinder must always reflect full revenue generated — not net proceeds received.

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QuickBooks (Accounting Treatment)

All fee handling occurs outside of ServiceMinder.

Bookkeeping Process:

1. Record customer payment against invoice (gross amount)
2. Post actual cash received to Undeposited Funds
3. Record financing/merchant fee as:
   • Credit or expense
   • Categorized under Merchant Fees / Financing Fees
4. Close invoice fully in QuickBooks
5. Match bank deposit to settlement amount

This ensures:

• Revenue remains accurate (gross)
• Fees are properly reflected as expenses
• P&L is not distorted

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Royalty Compliance

• Royalties are calculated on gross sales only
• Netting out fees results in underreporting revenue
• All financed jobs must follow this SOP without exception

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Summary

• Always invoice and record full job amount in ServiceMinder
• Never deduct financing or processing fees from invoices
• Record all payments in full within ServiceMinder
• Handle all fees separately in QuickBooks
• Report and pay royalties on gross sales only

This process is mandatory for financial accuracy, auditability, and franchise compliance.