Invoicing

An invoice is created from an approved estimate, as a manual invoice on a project, or as a one-off invoice with no project at all. Either way, it lands on the invoice's own Document tab, which is where the line items, terms, photos, and payment terms all live before you send it.

The three queues on the Invoicing page

Requires invoicing, Awaiting payment and Payment received sit above the list. Pressing one filters the list to that queue, and pressing it again clears the filter. Pressing a tile never changes any of the numbers.

Requires invoicing and Awaiting payment count every invoice, whatever date it carries. Payment received counts the last 31 days, because payments only ever pile up and a running total of every payment you have ever taken is not a queue. To see more, pick a date range or All time in the date control beside the search box.

A date range you set moves both dated tiles, each on its own date: Awaiting payment on the date the invoice was issued, Payment received on the date the money came in. Requires invoicing has nothing issued yet, so it keeps counting every date.

Each tile carries a line under its number saying which dates that number covers, so you can always see the window a figure was taken over.

One-off invoices

A one-off invoice bills a client without a job or phase. It covers walk-in sales, a quick service, and anything else that never needed a project.

Open Create in the top-right corner and choose New invoice, or use the New invoice button on the Invoicing page. The sheet opens on the Project invoice tab, where you pick the job and phase and fill in the invoice right there; if the phase has an approved estimate you can create from it, otherwise it is a blank manual invoice. Switch to the One-off invoice tab to pick a client instead. If the client is not in the system yet, choose Add new client and enter a company name or a first and last name, plus an email, phone, and billing address if you have them. A new client created here is a real client record, so their next invoice or statement finds them.

From a client's Invoices tab, New invoice opens the same sheet with that client already chosen. The Project invoice tab there lists only that client's open jobs.

A project's own Invoices tab has an Add invoice button instead — the job is already fixed, so the sheet just asks for the phase (and, on a contents phase, which part) and shows what that phase is ready for: an approved estimate to bill, a blank manual invoice, or a draft already sitting there waiting to be finished. If the phase already has an invoice, the sheet says so and links to it before letting you start a second one.

The billing address on a one-off invoice comes from the client record. Tick Bill to a different address to enter another one, or change it later on the invoice's Details card before sending. A PO number can be added at creation or on the Details card.

One-off invoices start with the terms text turned off, so a small sale does not go out with two pages of payment terms. The text is still there on the Document tab; flip Print terms on this invoice on the Terms card to include it. Project invoices start with it on.

Numbering

Invoices are numbered from the project and the phase they belong to: INV-<project number>-<sequence>-<phase code>, for example INV-2026-0071-MIT for a mitigation phase. A standalone invoice with no project uses a plain organization-wide sequence instead. A supplement to an already-sent invoice gets its own number in the same sequence and is tagged Suppl. in the list so it reads as an add-on, not a duplicate.

Line items and Document tabs

The Document tab groups everything that goes into the invoice: the line items and their totals, the terms text, any photos or files attached for the client, and the payment terms (due date, early-payment discount, late-payment charge). Editing any of these before the invoice is sent is a normal edit. Editing a sent invoice uses Edit and resend — see below.

Terms

The default terms text on every new project invoice comes from Document Settings → Invoice, in Settings. That's org-level boilerplate — payment methods, how a discount or charge is described, who to contact with questions — and it can still be edited per invoice on the Document tab before sending. Every invoice carries the same text; the Print terms on this invoice switch on the Terms card decides whether it goes out. It starts on for project invoices and off for one-off invoices.

Payment terms

Two optional terms can be set on an invoice's Document tab:

• Early-payment discount — a flat amount or a percentage off, available if the client pays within a set number of days of the invoice being sent.
• Late-payment charge — a flat amount or a percentage added on, applied a set number of days after the due date if the invoice is still unpaid.

Both apply automatically. A nightly job checks every open invoice: it expires an early-payment discount once its window has passed, and adds a late-payment charge once an invoice goes far enough past due, sending the client a notice either way. Recording a payment on an overdue invoice with a late-payment charge attached gives you the option to waive that charge instead of collecting it.

Photos and documents

Photos and other files can be attached to an invoice's Document tab so the client sees them alongside the line items and terms — before-and-after shots, a signed work order, anything that supports what's being billed.

Sending, resending and automatic notices

Send an invoice from its Document tab. Reopen the same sheet any time afterward to see whether it's been delivered, viewed, or paid. An approved estimate that's already been invoiced can't be edited directly — use Edit and resend from its action menu, which opens a fresh draft that needs approval again before it goes out.

Some invoices never go through the app. You might print one and hand it over on site, or put it in the mail. Use Mark as sent without emailing, from the send sheet or the invoice's action menu. Nothing is emailed, but the invoice moves to Awaiting payment and shows as sent, with a Not emailed tag beside the status. Its PDF is still made and filed in the project's Documents, the same as when you email it.

Recording payments, discounts and receipts

Record a payment from the invoice's own page. The payment form applies any early-payment discount or late-payment charge to the amount owing automatically, and lets you waive a late-payment charge if you choose to. Attach a receipt or reference number to the payment as you record it.

The same form can email the client a payment receipt with the paid invoice attached. The switch is on whenever the client has an email on file, and the address is filled in for you: the one the invoice was sent to, or the client's primary contact. Change it, add more addresses, or turn the switch off for a walk-in who only wants a printed copy. Card payments made through the pay link, and payments recorded in QuickBooks, send the receipt on their own, to the same address. Each payment on the invoice shows who received a receipt.

The invoice PDF keeps up with payments, even after it's been sent. Once a payment is recorded, the copy the client opens from their email link (and the one attached to a receipt) shows it: a Paid stamp when nothing is left owing, and every line between the total and the balance, including any discount taken, the amount paid, holdback still being withheld, and depreciation. Those lines always add up to the balance owing. The invoice page shows the same lines under Details.

QuickBooks

Pushing an invoice to QuickBooks needs a default service item set in Integrations settings, and — if the invoice carries a late-payment charge or an early-payment discount — a QuickBooks item mapped for each of those too. An invoice with a charge or discount and no mapped item stops with a clear error rather than syncing incorrectly. If a discount item's income account can't be resolved, the sync falls back to QuickBooks' default discount account rather than failing outright.