Question 1

How to Send an Invoice

Accepted Answer

How to Send an Invoice

Q: How to manage inventory

<h1 id="inventory">Inventory</h1> <h2 id="addinginventoryitems">Adding inventory items</h2> <ol> <li>Go to <strong>Inventory</strong> in the left navigation</li> <li>Click <strong>New Item</strong></li> <li>Enter the item details:</li> </ol> <ul> <li>Name and SKU</li> <li>Unit cost and currency</li> <li>Quantity on hand</li> <li>Reorder threshold</li> </ul> <ol> <li>Click <strong>Create Item</strong></li> </ol> <h2 id="stockmanagement">Stock management</h2> <p>RoundTrip automatically decrements stock when a technician records part usage on a ticket. If a technician tries to record more parts than are available, the system will prevent it and show an error.</p> <p>When stock falls below the <strong>reorder threshold</strong> a low stock event is recorded.</p> <h2 id="adjustingstock">Adjusting stock</h2> <p>To manually adjust stock levels:</p> <ol> <li>Open the inventory item</li> <li>Click <strong>Adjust Stock</strong></li> <li>Enter the new quantity and reason</li> <li>Click <strong>Save</strong></li> </ol> <h2 id="reorderthreshold">Reorder threshold</h2> <p>Set a reorder threshold on each item so you know when to reorder. When stock on hand falls at or below this number RoundTrip flags the item as low stock.</p>

RoundTrip lets you generate and send a professional invoice the moment a job is complete — right from the job site, before your technician starts the truck. Invoices are delivered to your client by email as a PDF.

Who can send invoices?

TenantAdmin, Dispatcher, and Billing Staff users can create and send invoices. Technicians can mark jobs complete but cannot send invoices directly.

Sending an invoice from a completed ticket

This is the fastest and most common way to invoice — directly from a completed service ticket.

Open the ticket from the Dispatch Board or Tickets list
Make sure the ticket status is Completed
Click Create Invoice — RoundTrip will pre-populate the invoice with:

The client's name and contact details
All parts used during the job
Any labor line items

Review the line items and adjust if needed
Set a due date (optional)
Click Send Invoice

The client receives a professional branded PDF invoice by email immediately. You'll see the invoice status change to Sent in the Billing section.

Sending an invoice from the Billing section

You can also create invoices manually without starting from a ticket.

Click Billing in the left navigation
Click New Invoice in the top right
Select the client
Add line items manually — description, quantity, unit price
Set a due date if needed
Click Send Invoice

Tracking invo

Question 2

Recording parts

Accepted Answer

Recording Parts

When you use parts or materials on a job, record them in RoundTrip so they can be included on the invoice and stock levels stay accurate.

How to record a part

From the ticket detail page tap Record Parts
Search for the part by name or SKU, or scroll the list
Tap the part to select it
Enter the quantity used
Tap Record Part

The part is added to the ticket and stock is automatically decremented.

Out of stock parts

Parts that are out of stock are shown in red and cannot be selected. Contact your dispatcher if you need a part that is unavailable.

Exceeding available stock

If you try to record more parts than are available in stock RoundTrip will show an error. Record the actual quantity used and notify your dispatcher about the stock discrepancy.

Parts not in the catalog

If you use a part that is not in the inventory catalog, contact your dispatcher to have it added. Your dispatcher can then add it and you can record it against the ticket.

:::tip Record parts as you use them rather than at the end of the job — it's easier to remember quantities and helps keep stock levels accurate in real time. :::

Question 3

Dispatch Board

Accepted Answer

Dispatch Board

The dispatch board is your real-time operations center. It gives you a live view of all open tickets and technician locations on an interactive map.

What you'll see

Live map — Shows all clients with geocoded addresses as pins on the map
Technician locations — Updated when a technician starts a ticket
Open tickets list — All active tickets with status and priority indicators
Status HUD — Shows counts of on-duty technicians, open tickets, in-progress jobs, and urgent tickets at a glance

Ticket status indicators

| Status | Meaning | | ---- | | Open | Created but not yet assigned to a technician | | Assigned | Assigned to a technician, work not yet started | | In Progress | Technician has started work on site | | On Hold | Work paused — awaiting parts, approval, or rescheduling | | Completed | Work finished, ready for invoicing |

Priority indicators

Tickets are color coded by priority:

| Priority | Use when | | ---- | | Urgent | Emergency — customer without heat, water, or power | | High | Same day response needed | | Normal | Standard scheduled service | | Low | Routine maintenance, no urgency |

Refreshing the board

The board refreshes automatically. You can also click the refresh button in the top command bar to force an immediate update.

Question 4

How to Contact Support

Accepted Answer

How to Contact Support

We're here to help. Whether something isn't working, you have a question about a feature, or you want to share feedback — reach out and a real person will get back to you.

Chat support (fastest)

The quickest way to reach us is through the chat widget inside RoundTrip.

Log in to RoundTrip at roundtrips.app
Click the chat bubble in the bottom right corner of any page
Click Send a message
Describe what you need help with
We'll respond as soon as possible during business hours

Business hours: Monday – Friday, 9am – 6pm Eastern
Typical response time: Within a few hours on business days

Email support

You can also reach us by email at any time:

support@roundtrips.app

We monitor this inbox during business hours and aim to respond within one business day.

What to include in your message

The more detail you give us, the faster we can help. If something isn't working, please include:

What you were trying to do — e.g. "I was trying to send an invoice for ticket RT-2026-00042"
What happened instead — e.g. "I clicked Send Invoice but nothing happened"
Any error messages — copy the exact text if you see one
Your browser and device — e.g. Chrome on Windows, Safari on iPhone
Screenshots — attach them if helpful

Response time targets

| Priority | Examples | Response time | | ---- | | Critical | C

Question 5

Adding notes

Accepted Answer

Adding Notes

Notes let you communicate with your dispatcher and keep a record of anything relevant to the job.

Adding a note

From the ticket detail page scroll to the Notes section
Type your note in the text box
Tap Add Note

What to note

Good notes to add during a job:

What you found when you arrived
Any issues or complications
Parts ordered that haven't arrived yet
Customer requests or preferences
Anything the next technician needs to know

Internal notes

Notes marked Internal only are visible to dispatchers and admins but not to you as a technician. You will only see notes that are not marked internal.

:::tip If you need to flag something urgent for your dispatcher, add a note and call them directly — notes are not pushed as notifications. :::

Question 6

How to manage inventory

Accepted Answer

Inventory

Adding inventory items

Go to Inventory in the left navigation
Click New Item
Enter the item details:

Name and SKU
Unit cost and currency
Quantity on hand
Reorder threshold

Click Create Item

Stock management

RoundTrip automatically decrements stock when a technician records part usage on a ticket. If a technician tries to record more parts than are available, the system will prevent it and show an error.

When stock falls below the reorder threshold a low stock event is recorded.

Adjusting stock

To manually adjust stock levels:

Open the inventory item
Click Adjust Stock
Enter the new quantity and reason
Click Save

Reorder threshold

Set a reorder threshold on each item so you know when to reorder. When stock on hand falls at or below this number RoundTrip flags the item as low stock.

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