Finished work should become a correct invoice.

The three handovers

1. Office → technician: the job briefEverything needed to do the approved work without phoning back.
2. Technician → office: the completion recordWhat was done, what was used, and any approved extras.
3. Office → customer: the checked invoiceReviewed against the quote and approved variations before it goes out.

1. Write a job brief

Copy the approved scope straight from the quote. Re-typing is where things change.

JOB BRIEF — [job number]
Customer / site:   [name, address, contact on site]
Access:            [gate code, parking, pets, hours]
Approved scope:    [copy from the accepted quote]
Not included:      [copy from the quote]
Parts:             [on vehicle / to collect from ...]
Window:            [date, time, fixed or flexible]
Assigned to:       [name(s)]
Safety / notes:    [isolation points, asbestos, height work etc.]

2. Handle variations before, not after

On site, the technician finds something extra. The rule is simple: stop, explain, price, get approval, then do it. Record who approved, how and when. An unapproved extra on an invoice is the fastest way to a payment dispute.

3. Complete, then review

The technician completes the checklist before leaving. The office reviews before sending. Anything that doesn't match — missing approval, unclear parts, wrong customer reference — becomes an exception: it is held, given a reason, an owner and a date, and is cleared before the invoice is sent.

COMPLETION CHECK — before leaving site
[ ] Work matches the approved scope
[ ] Any extra work was approved by the customer BEFORE it was done
    Approved by: ________  How: [message / signature]  When: ______
[ ] Parts and materials used recorded
[ ] Time on site recorded
[ ] Photos of finished work (where appropriate and permitted)
[ ] Site cleaned, old parts removed if agreed
[ ] Customer shown the work / told what was done
[ ] Follow-up needed?  [ ] No  [ ] Yes: ______________
[ ] Job marked complete

OFFICE INVOICE REVIEW
[ ] Invoice matches quote + approved variations only
[ ] Parts and time match the completion record
[ ] Customer details and reference / order number correct
[ ] Payment terms correct
[ ] Exception? -> hold, note the reason, assign an owner and a date

Keep a short list of uninvoiced jobs

Every week, count the jobs marked complete that haven't been invoiced, and why. The weekly scorecard includes this number. In Automate OnSite, the estimate, visit and invoice records sit on the same customer, so the office doesn't have to piece the day back together. Your customers pay you through your own payment provider.