KaryaFlowCharges are scattered
Parts and service charges can end up in separate notes.
FOR SERVICE BUSINESSES & FIELD TEAMS
Payments & Collections for Service Businesses
Add parts and services to a job, show applicable GST on the invoice, then collect payment directly or through a link shared on WhatsApp.
Book a Demo opens WhatsApp with a request you can edit before sending.
Job-linked invoiceDirect collectionPayment link
Parts & services added
GST added to invoice
Payment link shared
AFTER THE VISIT
The service is done. Make the payment step clear.
A finished job still needs a readable charge, an invoice and a record the office can follow.
The invoice needs raising
The technician needs a clear total for the work carried out.
The customer needs a way to pay
Some customers pay at the visit; others need a link.
The office needs context
The amount must stay connected to the service job and invoice.
ONE JOB, ONE PAYMENT TRAIL
From parts and services to invoice and payment
Follow Ravi’s fictional visit to Asha Mehta. Each step stays attached to job JOB-1042.
01
Add the parts used
Ravi chooses the replacement pump from the parts available to him. The job now carries the part and its charge.
Explore inventory and partsJob JOB-1042Parts used
Add Part
Available to technician
2 pcReplacement pumpPART-PMP · Stock 2 · GST 18%₹2,000
Select the part used on this visit.
02
Add the service work
He adds inspection and fitting as a separate service line. The invoice can show what the customer received, rather than hiding labour inside a part price.
Job JOB-1042Services
Add Service
Search services
Inspection and fittingSVC-FIT · Service · GST 18%₹500
Keep labour and service charges beside parts.
03
Raise the job invoice
The part and service appear together. Ravi reviews the total before issuing invoice INV-1042 for ₹2,950.
The tax rate in this fictional example is illustrative; your invoice format can be customised.
SSample Service CoSample tax invoice
SAMPLEInvoice INV-1042Job JOB-1042Customer Asha Mehta
| Work | Qty | Amount |
|---|---|---|
| Replacement pumpPart · PART-PMP | 1 | ₹2,000 |
| Inspection and fittingService · SVC-FIT | 1 | ₹500 |
- Taxable value
- ₹2,500
- Illustrative CGST 9%
- ₹225
- Illustrative SGST 9%
- ₹225
- Total
- ₹2,950
04
Choose a direct collection or payment link
If the customer pays during the visit, Ravi can record the method. If the customer prefers to pay later, the team can share a payment link on WhatsApp.
A selected method or a sent link does not mean the payment has settled.
At the visitRecord direct collection
ORBy linkShare on WhatsApp
05
Keep the office informed
The office reviews the service job, issued invoice and collection record together. Verify approval, outstanding balance and settlement steps for your configured payment route.
See collection reportingSJob and invoice handoffConcept view, not a product screenshot
Service work recordedJOB-1042
Invoice raisedINV-1042
Review collection recordNext step
The office can trace the invoice back to JOB-1042. A method selected on the technician’s screen does not confirm payment, approval or bank settlement.
THE CUSTOMER RECORD
Give the customer a clear invoice for the work carried out
Show the replacement pump and inspection as separate lines. The sample is ₹2,500 before GST. An illustrative 18% GST adds ₹450, taking the invoice to ₹2,950.
Bring your own invoice format to a demo. KaryaFlow can customise its presentation for your business.
See how a quotation starts the agreed workSSample Service CoSample tax invoice
SAMPLEInvoice INV-1042Job JOB-1042Customer Asha Mehta
| Work | Qty | Amount |
|---|---|---|
| Replacement pumpPart · PART-PMP | 1 | ₹2,000 |
| Inspection and fittingService · SVC-FIT | 1 | ₹500 |
- Taxable value
- ₹2,500
- Illustrative CGST 9%
- ₹225
- Illustrative SGST 9%
- ₹225
- Total
- ₹2,950
TWO WAYS TO COMPLETE THE HANDOFF
Let the customer pay at the visit or from a link
The route changes how the customer pays. The service job and invoice still give your team the context to review the collection.
Record the way the customer pays
The KaryaFlow invoice screen offers Full and Partial choices, along with Cash, UPI, Bank and Cheque. Record the amount and method after confirming payment.
Raise invoiceJOB-1042
Collect from customer
FullPartial
Collecting (full invoice)₹2,950
How did the customer pay?
CashUPI BankCheque
Method choices shown in KaryaFlow. Select the method after confirming payment.
Share a payment link on WhatsApp
The customer can receive a link for the invoice through WhatsApp and open the payment page. The actual provider, fees and settlement depend on setup.
Technician shares the linkInvoice INV-1042 · ₹2,950
Customer receives a WhatsApp message“Hi Asha Mehta, here is the payment link for INV-1042.”
Customer opens the payment pagepay.example.invalid/inv-1042 · Nonfunctional example
TECHNICIAN TO OFFICE
Keep the office informed after the visit
“Work completed,” “invoice issued,” “payment recorded,” and “money settled” answer different questions. Keep them separate when reviewing the day’s collections.
KaryaFlow’s reporting page explains collection totals and amounts awaiting approval. A collection awaiting approval is already included in collected money in that report, so it must not be counted twice.
SJob and invoice handoffConcept view, not a product screenshot
Service work recordedJOB-1042
Invoice raisedINV-1042
Review collection recordNext step
The office can trace the invoice back to JOB-1042. A method selected on the technician’s screen does not confirm payment, approval or bank settlement.
BEFORE YOU CHOOSE
Questions about field service payments and collections
Can a technician raise an invoice after adding parts and services?
Yes. A technician can add parts and services to a job and then raise its invoice in KaryaFlow.
Can the customer pay the technician directly?
Yes. KaryaFlow supports direct collection as part of the service-job workflow. Your team should record the amount and method used for the visit.
Can the customer pay using a link sent through WhatsApp?
Yes. A payment link can be shared with the customer on WhatsApp. WhatsApp carries the message; it is not presented here as the payment processor.
Can the invoice format be customised?
Yes. KaryaFlow can customise how the invoice is presented for your service business. Discuss the required fields and format during setup.
Which payment methods are shown in the app?
The invoice screen offers Cash, UPI, Bank and Cheque as method choices. Selecting a method does not itself confirm bank settlement.
Can partial payments and outstanding balances be tracked?
The invoice screen offers Full and Partial choices. Ask us to demonstrate how your specific partial-payment and outstanding-balance process will work.
Does payment status update automatically?
Payment status updates depend on your collection route and configuration. Ask us to show the exact status changes for your payment method.
Can the office review a technician’s collection?
KaryaFlow connects service jobs, invoice and collection records for office review. The exact approval and cash-handover steps should be demonstrated against your team’s setup.
Does KaryaFlow process the payment or only record it?
KaryaFlow supports recording direct collections and sharing a customer payment link. The available payment provider, processing terms and settlement process depend on the setup; ask for those details during the demo.
What requires separate setup or additional charges?
Bring your invoice format and preferred collection method to the demo. Confirm the payment-link provider, any third-party fees and the steps needed to activate that collection route.
SEE THE FULL HANDOFF
See a service job turn into an invoice and payment record
Bring one of your usual service jobs and invoice formats. We’ll walk through the parts, services, invoice and payment steps your team needs.
Book a Payments Demo Opens WhatsApp with an editable demo request.