Service Reports and Invoices

Service reports and invoices answer different questions:

• A service report explains what was inspected, performed, found, and recommended.
• An invoice states what is being charged.

They are separate records. A visit may need one, both, or neither. Creating or publishing one does not create, publish, or send the other.

The field-to-office flow

Fugara is designed around the order a technician actually works:

1. Open today's assigned visit and start Work Tracker on the phone.
2. From the connected work card, choose Open Work Details & Report.
3. Start or continue the report while the visit is active. Add checklist items and report notes there; record environmental readings in Work Tracker.
4. Finish the tracker, review the work record, and mark the work session Complete.
5. Synchronize any device-saved changes, preview the client document, and publish the report.
6. Choose Create Invoice from This Work, review the charges at home or in the office, then issue and send the invoice.

The Dashboard and assigned-work card show the most recent published pitch record for that client and instrument. A direct measurement keeps its signed cents value and note/rank/location; a temperature-based record remains labeled as a chamber or enclosure reference. The reference stays on the connected Work Tracker card during the visit, including from the device's offline copy, but it never prefills today's report. A newer non-tuning report does not hide the last report that actually recorded pitch.

A draft report does not require a completed visit. Publication and invoice creation do: this keeps the phone workflow flexible without freezing an unfinished client or financial record.

For email delivery, also prepare the correct contact:

• Service reports use contacts subscribed to Service reports.
• Financial invoice messages use contacts subscribed to Billing and payment.

Create a service report

You can begin during an active session from Work Session Details, return to the same draft from Work History, or open it from the connected Work Tracker card. The work session only needs to be complete when the report is published.

1. Select the work to document.
2. Choose Start Report. After a draft exists, the same action becomes Continue Report so a visit does not accidentally collect duplicate reports.
3. Fugara starts with one built-in Default Service Report. If the company later imports additional templates, select the one that best matches the work. Fugara hides the selector whenever only one template is available.
4. Tap the service categories and checklist items that apply, confirm that you reviewed the checklist, and add a one- or two-sentence client summary. Tuning and follow-up controls appear only when needed, so an ordinary report stays close to the speed of checking a paper form on your phone. For tuning visits, choose whether pitch was referenced to a chamber/enclosure temperature or measured directly in cents. Identify the note, rank, division, or chamber location used. Direct cents use positive for sharp and negative for flat; Fugara does not derive that value from temperature.
5. Fugara saves changes on the device as you work. Save Draft requests an immediate server sync when a connection is available. You can close and reopen the report repeatedly.
6. When the visit is complete, all device changes are synchronized, and the required fields are complete, choose Preview Client Report. Fugara renders the current entries in the same polished layout used for the client view and PDF. Previewing does not publish, send, or add a report to client history.
7. Return to the editor, make any corrections, then choose Publish Immutable Revision as a separate action.

Tracked time, mileage, materials, and internal notes remain in Work History and do not need to be copied into the report editor. Fugara uses the linked client, instrument, work-session, and probe records when producing the document.

Record temperature and humidity

• In Work Tracker, when the client has an automatic environment probe, Fugara explains that no manual entry is required. The published report summarizes the automatic readings inside the visit window.
• When there is no automatic probe but the client already has manual probes, the tracker lets the technician choose a location and enter temperature, humidity, or both. The observation time is set when the reading is submitted.
• When the client has neither, choose Add a new location, name it, select Fahrenheit or Celsius, and record the first reading in the same form.

Choose Record reading in Work Tracker as often as conditions need to be observed. These readings also appear in Monitoring. The published document presents a compact summary for each location.

Use distinct probe locations when the visit calls for room, outside, console, or individual enclosure readings (for example, Great or Swell). Each entry keeps its own timestamp, temperature, and humidity. Pitch stays in the Tuning section as a separate reference or signed cents measurement; it is never silently calculated from any of those environmental readings.

Work without a connection

Open the tracker and any report draft while connected before entering a site with poor reception. Report checklist edits and tracker readings are saved to the phone's device storage and sync in the foreground when connectivity returns. Check the synchronization status in both screens before publishing. Reconnect and resolve any Waiting to sync or Needs attention state on that device.

Preview, publication, delivery, and invoice creation remain online actions. Synchronize the report draft and tracker readings before publication so the frozen client document includes the visit's recorded conditions.

Review before publishing

The preview is clearly watermarked and is not a client record. A published report revision is frozen. Later edits to the work session do not silently rewrite the document the client may already have received.

After publication, use View/Print or Download PDF. If linked work changes later, Fugara marks the report Source Updated. Choose Begin Amended Revision, review the new draft, and publish a new revision rather than altering the earlier one.

Deliver a published service report

Publishing saves a finished revision; sending it is a separate action.

1. Open the published report from Service Reports or the linked work.
2. Find Deliver Published Revision and check the revision number.
3. Review the contacts listed and select the intended recipients.
4. Choose Email Selected Recipients.
5. Check the delivery history for the revision, recipients, and result.

Recipients must have a valid email and the Service reports contact topic. If none are listed, update the client contact, return to the report, and choose Refresh in its delivery section.

A partial delivery means only some recipients were sent the message. Use Retry Failed for a partial or failed attempt and check the result. The delivery history preserves the revision and addresses used for that send. Acknowledged records a recipient's acknowledgement; it is separate from the message being sent.

When preparing an amendment, View Published Revision and Published PDF still show the earlier published document. Use Preview Client Report to review the new draft. Publish and deliver the amendment when it is ready.

Use Delete only when the report itself should be removed. The confirmation warns when deletion will permanently remove published revisions. To correct a published report while retaining its earlier record, begin an amended revision.

Create an invoice from work

This path uses the time, mileage, and material records already entered:

1. In Work History, select the work session or sessions to bill.
2. Choose Add Invoice.
3. Review the generated labor, mileage, and material lines.
4. Add an invoice number, date, due date, title, and terms.
5. Correct descriptions and presentation choices.
6. Review every billing-readiness warning, especially missing rates or a source already allocated to another active invoice.
7. Add public notes for the recipient and private notes for your company.
8. Save the draft.
9. When the financial document is final, choose Issue Invoice.

Linked line quantities and amounts come from their work logs. If they are wrong, correct the underlying Time, Mileage, or Material log before issuing the invoice. Fugara prevents the same work source from being silently billed on more than one active invoice.

Arrange invoice lines and the client document

In a draft Invoice Builder, choose Add Line for an extra charge and select its type, description, quantity, rate, and amount. Review the invoice total after every change.

Use the arrow buttons to reorder lines within their type. Merge with previous line of this type combines eligible lines; check the combined description and amount. The Links count shows whether a line draws from work logs. Those linked quantities and financial values must be corrected at the work source.

The Hide choices below quantity and rate change their display on the invoice; they do not remove the charge. When Fugara handles delivery, use PDF Sections to choose the explanatory work sections. Review Public Notes for the client and keep company-only information in Private Notes.

Use View/Print or Download PDF when offered to inspect the document. A draft is still editable until you issue it. Print/download and email actions are handled through the provider when an accounting connection is active.

Create a standalone invoice

Open the client's Invoices page and choose Add Blank Invoice. Add the line items manually. Use this for a charge that does not belong to a Fugara work session.

A standalone invoice is not linked to Work History, so verify the client and description carefully.

Understand draft, issued, and void

• A draft can be edited.
• An issued invoice is a frozen snapshot and cannot be edited.
• A void invoice preserves the issued record while marking it no longer active.

Review the PDF and total before issuing. If an issued invoice must be corrected, void it and prepare the appropriate replacement rather than trying to change the frozen document.

Delete removes the Fugara invoice, including its saved history, after confirmation. If it has been copied to an accounting provider, that external invoice remains there. Use Void Invoice when you need to retain the issued record while marking it inactive, and review any provider copy separately.

Choose the right invoice email

Fugara offers three email versions:

Email action	What the recipient receives	Required contact
Email Full	Financial invoice plus the selected explanatory work sections	Billing and payment subscriber
Email Financials	Financial invoice without the explanatory work sections	Billing and payment subscriber
Email Invoice Details	Work and quantity context without invoice prices or totals	Service reports subscriber

Invoice Details are not a full service report. Use a service report when the client needs structured findings, technical work, or recommendations.

If an email action is disabled, return to the client Overview and add a contact with a valid email and the required purpose.

Send through QuickBooks or FreshBooks

Fugara is always the authoritative record. QuickBooks and FreshBooks receive copies of Fugara clients, primary billing-contact details, and issued invoices; they do not become a second list that staff must maintain.

If an Administrator has connected an accounting provider, choosing Issue & Sync freezes the Fugara invoice and automatically creates its provider copy. Open the provider link to send the invoice from QuickBooks or FreshBooks. Fugara's invoice email, print, and PDF-download actions are hidden while an accounting provider is connected so staff do not have two competing delivery workflows.

Before issue and synchronization:

• the invoice needs at least one line item;
• the client needs a usable name;
• the company connection must still be active; and
• the invoice must not already have a provider copy.

Fugara stores the provider invoice link and a snapshot of the Fugara billing recipients associated with the export. If synchronization fails, the Fugara invoice remains issued and shows a retry action. Without a connected provider, Fugara keeps its own email, print, and PDF delivery actions.