Invoicing and Payments

Invoicing & Payments

Billing a job, getting paid, and chasing what's overdue.

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.
Ready for Billing — the Billing page queues completed jobs that nobody has invoiced yet, shows never-sent drafts as their own KPI, and flags parts used but never billed for review or explicit dismissal. An optional workflow gate (Settings → Feature Settings → Job Workflow, off by default) can require an invoice before a job is marked complete.
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.
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).
Mobile invoicing — techs can generate and email the invoice from the truck as soon as the job closes (see Technician Mobile App).

Payments records reconcile what came in against invoices.
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.
Stripe Connect onboarding is available for routing payments to a connected account. Setup and webhooks are covered in Integrations.
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.

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).