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Invoicing and Payments
Doug edited this page Aug 8, 2026
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Billing a job, getting paid, and chasing what's overdue.
- When a technician closes out a job, the app drafts the invoice automatically from what the close-out attested — no re-keying. Billing is lane-aware by job type: service work prices itself from the captured parts (at sell price) and attested labor; install work takes a flat price from the price-matrix pick made at close-out.
- Ready for Billing is therefore a review queue, not a data-entry queue: completed jobs arrive with their autodrafted invoice attached for the office to check, adjust, and send. Jobs that shouldn't be billed are dismissed explicitly — Not billable (with a reason) or Delete — so the queue reflects decisions, not backlog. It also shows never-sent drafts as their own KPI and flags parts used but never billed for review or explicit dismissal.
- The create-invoice screen prefills labor and shows the tech's close-out notes next to the lines, so what the field attested is in view while the bill is finalized.
- If a job is re-closed-out after it was billed (a return visit changed the work), the app flags the discrepancy (optional company setting) and a guided supplemental invoice reconciles the difference — no hand-editing an issued bill.
- An optional workflow gate (Settings → Feature Settings → Job Workflow, off by default) can require an invoice before a job is marked complete.
- Create an invoice from an accepted estimate (Convert to Invoice), from a job, or directly. Line items, tax, and totals mirror the estimate editor.
- Creating from a job pulls in the billable work: a checklist of the job's captured parts (at sell price) and its approved change orders, each addable as invoice lines — so field-recorded work and mid-job scope changes actually reach the bill.
- Void — an invoice can be voided (payments must be voided or removed first); voided invoices stay void and can't be re-sent or paid.
- PDF layouts come from the PDF template editor. A hide line-item prices option (tenant default, per-document override) shows customers only the Subtotal/Tax/Total block — see Sales & Estimating.
- Job photos on the invoice — pick photos from the linked job on the invoice screen and they print as a "Job Photos" grid on the PDF, so before/after shots justify the bill.
- Each invoice can carry a public share token — a customer can view (and pay) it from a link without logging in. Public links expire after a configurable window (default 90 days).
- The job's Details tab shows its invoices (status and balance at a glance), so billing state is visible from the job, not just from Billing.
- Mobile invoicing — techs can generate and email the invoice from the truck as soon as the job closes (see Technician Mobile App).
- Send emails the invoice with the PDF attached — and you preview the exact outgoing PDF before it goes.
- Every delivery stamps when and how the invoice went out: the Billing list's Last Sent column is a delivery fact (not a "we tried" flag), and each send records its channel — emailed, or Mark as Mailed for paper/hand-delivered invoices.
- The Unsent Drafts tab catches invoices that were finalized but never delivered anywhere — the ones that would otherwise silently never get paid. The exits are Send (email) or Mark as Mailed. (Deposit invoices are excluded by design — they ride the estimate-acceptance flow.)
- The activity feed records when the customer actually opens a shared invoice.
- Request a deposit at estimate acceptance — a deposit invoice for a percentage or fixed amount goes out when the customer accepts, so downpayments are collected before work starts.
- Retroactive paths exist too: Request Deposit on an already-accepted estimate and Collect Deposit on a job.
- Deposits net against the final invoice, and the job's financials show deposits held alongside billed/paid totals.
- Payments records reconcile what came in against invoices. Every record-payment surface takes a payment date (defaulting to today, and backdating is supported), so the books reflect when money actually moved — not when it was typed in.
- Stripe powers online payment: customers hit Pay now on a shared invoice or in the Customer Portal and pay through Stripe Checkout. The portal also supports saved payment methods and ACH bank payments with micro-deposit verification. Pay-link amounts are derived server-side from the invoice, and Stripe webhooks are signature-verified — see Integrations.
- Stripe Connect onboarding is available for routing payments to a connected account.
- Payment void — a recorded payment can be voided; it stays visible as history but stops counting, and a paid invoice whose payment is voided reopens.
- Payments can sync to QuickBooks — see Integrations.
- Credit memos — forgive part of an issued invoice's remaining balance, with a reason; capped at what's still owed.
- Refunds — record money returned to the customer, capped at what was actually received; the invoice's lifecycle status is unaffected.
- Apply customer credit — draw a customer's credit balance down against an open invoice (available when the general ledger is enabled — the credit balance is the ledger balance).
- Invoice reminders — payment reminders for open invoices. Manual sends are always available from the invoice; automatic sending is opt-in and off by default — enable it on the Invoice Reminders page, which previews exactly which invoices qualify before you save. Default cadence is 7/14/30 days past due; individual invoices can be paused.
- Collections — an AR aging / dunning workflow: reminders escalate through stages (friendly → first reminder → second reminder → final notice → collections) over email or SMS, with promised-payment dates and notes tracked per invoice.
- Sales-tax report — taxable/exempt/collected totals by period, with per-invoice provenance — see Accounting, Payroll & Reports.
- Job costing — labor + material cost per job against the quoted margin.
- Variance report — estimated vs. actual materials used (from van inventory consumption), flagging overages per job (Experimental group).
- Commissions — rules by role (parts %, labor %, per-review bonus) compute earnings per user/job/month (see Accounting, Payroll & Reports).
- Sales & Estimating — upstream quoting.
- Customer Portal — the paying customer's view.
- Integrations — Stripe and QuickBooks configuration.