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INDUSTRY SOLUTIONS

Service

Connect the agreed scope of work with delivery, billing and collection.

Sales advisor reviewing a customer order, warehouse staff preparing delivery, and finance matching invoice and receipt records.
Illustrated business example — not a product screenshot.
Illustrated service workflow: agree scope, deliver work, invoice and collect payment.
Illustrative workflow, not a product screenshot.

A practical business example

A service company agrees a maintenance job with a 30% deposit and the balance after acceptance. The customer then requests additional work. Use this scenario to discuss scope approval, related expenses, final billing and the remaining balance.

Follow the process

  1. Document the scope, price and payment milestones.
  2. Record approved changes and delivery evidence.
  3. Review related expenses before final billing.
  4. Apply the deposit and follow the outstanding balance.

Problems, consequences and solutions

Accepting extra work without approval

Consequence: The team incurs costs that the customer may dispute.

Solution: Confirm scope and price changes before performing additional work.

Leaving expenses disconnected from the job

Consequence: Management cannot reliably explain the margin on the work.

Solution: Keep a consistent job reference on expense records and supporting documents.

Forgetting a deposit during final billing

Consequence: The customer may be asked to pay the same amount twice.

Solution: Reconcile deposits, final invoices and receipts before confirming the balance due.

Work through a complete example

Use these illustrative cases to evaluate the workflow with the demonstration team. Confirm the available screens, controls and configuration for your scope.

Follow the quantities and amounts

Agree a job for 10 million LAK and collect a 30% deposit of 3 million. The customer approves an additional 2 million of work. The revised agreed amount is 12 million; after applying the deposit, 9 million remains before other receipts, credits, tax or charges. Demonstrate the approved change and payment references rather than relying on a note alone.

Read the visual: compare each document or stage separately, then follow the reconciliation shown beside it.

THE EXAMPLE AT A GLANCE

Revised agreement · million LAK

10mOriginal scope
2mApproved extra
12mRevised total

Approve the change before performing extra work

Apply the customer deposit

12mAgreed amount
3mDeposit paid
9mRemaining

12m − 3m = 9m remaining

Illustrative figures; confirm the agreed business rules. Monetary examples exclude tax and other adjustments.

Documents and team handovers

  1. 01

    Scope and commercial terms

    Record deliverables, exclusions, price, acceptance evidence and billing milestones.

  2. 02

    Delivery and changes

    Keep approved extra work and relevant expenses traceable to a consistent job reference.

  3. 03

    Billing and collection

    Review the revised scope, deposit and acceptance evidence before confirming the final amount due.

When the normal process changes

Case 1: Customer disputes completion

Problem / consequence

Billing and collection stall because acceptance evidence is unclear.

Correction / prevention

Review the agreed deliverables, record disputed items and assign a resolution owner.

Case 2: A job is cancelled after deposit

Problem / consequence

The balance cannot be explained without reviewing completed work and terms.

Correction / prevention

Agree the authorized treatment of work performed, charges and any refund using the original agreement.

Case 3: One expense covers several jobs

Problem / consequence

Job profitability depends on an undocumented allocation.

Correction / prevention

Agree an allocation basis, retain the expense evidence and have the responsible reviewer approve it.

Responsibilities, reports and controls

Modules to explore

Customer records, Sales and Finance; confirm project costing, time capture, scheduling and recurring billing requirements separately.

Reports to request

Agreed changes, invoice and deposit references, unpaid balances and job-related expenses where supported.

Implementation decisions

Agree job identifiers, scope-change approval, acceptance evidence and how deposits appear in the final reconciliation.

Ask to see these cases in your demo

  • Explain the revised 12 million agreement, 3 million deposit and 9 million balance.
  • Trace an approved extra-work request to billing evidence.
  • Demonstrate a disputed milestone and explain who follows it up.

Agree the results and any limitations in the implementation scope before launch.

Plan around your business

Bring sample documents and one difficult exception. We can use these to discuss required modules, setup, responsibilities and acceptance criteria.

See the implementation approach →

Request a Service Demo