Automatic Invoicing (Auto-Billing)

Automatic invoicing lets the system create invoices for a job on its own — the moment a visit is marked completed (Per Visit jobs) or at the start of each month (Monthly Fixed jobs) — so you don’t have to remember to run a batch. It’s opt-in per job: you flip on Set Job Invoicing and pick a billing mode, and from then on that job bills itself. Crucially, auto-created invoices are drafts for your review — they are never emailed to the customer automatically.

Before you start

The job must have an accepted estimate — auto-billing prices invoices from the job’s most recent accepted estimate. No accepted estimate means no invoice is created (the attempt is silently skipped).
Decide the billing rhythm: Per Visit (bill each completed visit) or Monthly Fixed (one invoice per month). Seasonal Prepay / Manual jobs are never auto-billed.
For Monthly Fixed to bill, the job must be Active.

Steps

Turn on automatic invoicing for a job

Open the job — either while creating it (Jobs → Create) or on an existing job’s summary page.
Turn on the Set Job Invoicing toggle. An invoicing section appears.
Choose the Billing Mode:
- Per Visit — invoice each completed visit
- Monthly Fixed — one invoice per month
- Seasonal Prepay / Manual — not batch-billed (choose this to bill by hand)
Set Invoicing Terms (days) — the number of days until the invoice is due (e.g. 30). This drives the auto-created invoice’s due date; if left blank it defaults to 30.
Optionally add a Billing Description.
Save the job.

The on-screen hint sums it up: “Per Visit jobs are invoiced automatically when a visit is marked completed. Monthly Fixed jobs are invoiced automatically at the start of each month. Invoices are created for review on the Sales page — nothing is emailed automatically.”

What triggers an invoice

Once a job has Set Job Invoicing on:

Per Visit jobs — when someone marks one of that job’s visits completed (from the scheduler, or from the mobile crew app), the system immediately creates the invoice for that visit. A daily safety-net sweep also runs in the background to catch any completed visits that slipped through (for example, bulk storm completions or offline crew sync catching up).
Monthly Fixed jobs — a daily background run creates the month’s invoice at the start of each month for each opted-in, active Monthly Fixed job. It’s idempotent per job and month, so it never double-bills, and it self-heals if the system was down at month-start.

In all cases the invoice amount comes from the job’s accepted estimate, and the due date comes from the job’s Invoicing Terms.

Review and send the drafts

Auto-created invoices appear in the Sales list just like any other invoice — as Open (or Overdue if past due). This is the review step: nothing goes to the customer until you send it. Open each one and:

Email Invoice or Print / Print View it to the customer (see Create and Manage Invoices).
Record payments as money arrives (see Record Payments).

What happens next

Creating the invoice advances the job’s workflow status to Invoiced.
When the invoice is fully paid, the job is automatically moved to Closed.
Because only one active invoice is allowed per job, auto-billing won’t stack a second invoice on a job that already has an open one — it’s skipped as “already invoiced”.
Recurring visit series are not billed per-occurrence by automatic invoicing in this version — see the limitations below.

Tips & best practices

Get the estimate accepted first. This is the single most common reason an expected auto-invoice doesn’t appear.
Set the right billing mode per job, not per customer — different jobs for the same customer can bill differently.
Auto and batch coexist. Opting a job in doesn’t disable the Sales-page batch buttons; those remain available for jobs you haven’t opted in or as a manual catch-up. See Batch Billing.
Treat the Sales list as your outbox. Auto-billing fills it with drafts; make it a habit to review and send them, since customers never receive them until you do.
Enabling on an already-running job: turning on auto-billing for a job whose visits are already complete lets the daily sweep pick up eligible past-completed visits — review the Sales list afterward so you’re not surprised by a batch of new drafts.

Troubleshooting

A completed visit didn’t create an invoice — check that the job has Set Job Invoicing on, its Billing Mode is Per Visit, and it has a most-recent accepted estimate. Recurring series and already-invoiced visits are intentionally skipped.
No monthly invoice appeared — the job must be Monthly Fixed, Active, opted in, and have an accepted estimate; and it won’t create a second invoice for a month it’s already been billed for.
Invoices are created but customers say they never got them — that’s expected. Auto-billing creates drafts only; you still have to Email Invoice (or print) each one.
I don’t want a job billed automatically — turn off Set Job Invoicing, or set its Billing Mode to Seasonal Prepay / Manual, and bill it by hand instead.
Whole feature seems inactive — automatic background billing is controlled by a system-level setting your administrator manages; if no jobs are auto-billing despite correct setup, contact your administrator or support.

Invoicing Overview — manual vs. batch vs. automatic
Batch Billing — the press-the-button equivalent for jobs you haven’t opted in
Create and Manage Invoices — review, email, and print the drafts auto-billing creates
Record Payments — collect on auto-created invoices