Send an invoice and get paid

Bill a quote or a finished job

Most invoices start from a quote the customer accepted, or a job you've finished.

1. Open the accepted quote, or the completed job.
2. Click Create Invoice. If it isn't the main button at the top, find it under More.
3. Read the message: it says what will be copied. Click Convert for a quote, or Create Invoice for a job.
4. The new draft invoice opens. Check its lines before you send it.

• From a quote, the customer, line items and totals are copied. A job booked from a quote copies that quote's lines, tax and discount. A job with no quote starts with no lines.
• Already billed it? You'll see Already invoiced, with a button to open that invoice, or Create another.
• A job's Invoices tab lists its invoices and has its own Create Invoice button.

Start a blank invoice

1. Click Invoices in the menu, then New Invoice. Or click the + button and pick New Invoice.
2. Pick the Customer and check the Service address.
3. Add a Title and a Description / Scope, if you like.
4. Check the Issue Date and Due Date, then click Create Invoice.

• The invoice opens, ready for its lines.
• Due Date starts at today plus your payment terms. An owner sets them in Settings > Quotes & Invoices > Payment terms (days). 0 means due on receipt.
• Working from a customer? Open their Invoices tab and click Add. The customer is already picked.

Check the lines and send it

1. On the Line Items tab, click Add Line to add parts and work, from your price list or typed in.
2. To change the tax rate, discount, dates or notes, click Edit, make the change and click Save.
3. When it's ready, click Send. It's the main button while the invoice is a draft.
4. Check the email address in the message, then click Send.

• The customer gets an email with the invoice attached as a PDF. Their reply goes to your Replies go to address.
• The invoice moves from Draft to Sent.
• More has Email to send it again, plus Download PDF and Print.
• To email several invoices, select them in the Invoices list and click Email.

Record a payment

When the customer pays you, record it on the invoice so the balance stays right.

1. Open the invoice and click Record Payment. It's the main button while money is owed.
2. Check the Payment Date. It starts at today and can't be in the future.
3. Check the Amount. It starts at the full balance. Lower it for a part payment.
4. Pick the Payment Method: Cash, Check, Credit Card, ACH or Other. You have to choose one.
5. Add a Reference Number, like a check number, if you have one. Then click Record.

• You'll see what's still due, or Paid in full. A part payment makes the invoice Partially Paid, and paying the rest makes it Paid. There's no separate button to mark it paid.
• A payment over the balance asks first. Click Record Anyway to save it. A void invoice, or one that's paid in full, can't take a payment.
• Wrong payment? On the Payments tab, select it, click Delete, then Remove. The balance is worked out again.
• From the Invoices list, click an invoice and use Record Payment in the panel on the side.

Chase an overdue invoice

Once the due date passes with money still owed, the invoice shows how many days overdue it is, and Send reminder appears under More.

1. Open the invoice and click More > Send reminder.
2. Check the message, then click Send reminder. The customer gets an email with the invoice attached.
3. To remind several customers at once, select their invoices in the Invoices list and click Send reminder, then Send reminders.
4. Read the message that follows. It says how many went and why any were skipped.

• Reminders go only for invoices past their due date with a balance, to customers with an email address.
• Automatic reminders: if Invoice reminder is switched on in Settings > Customer messages, customers get one 3 and 14 days after the due date. You can send one by hand either way.
• Every reminder shows on the invoice's Activity tab.
• The tiles at the top of the Invoices list group what's owed by how late it is. Click one to see those invoices.

Void an invoice

Void an invoice that shouldn't be paid but should stay on file.

1. Open the invoice and click More.
2. Click Mark Void. It takes effect straight away.
3. The invoice now shows Void.

• A void invoice gets no reminders and doesn't count as billed, so its quote or job offers Create Invoice again.
• To remove an invoice completely instead, click More > Delete. This can't be undone.