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), at the start of each month (Monthly Fixed jobs), or once when the whole job is completed (On Job Completion jobs). You don’t have to remember to run a batch. It’s opt-in per job: you turn on Set Job Invoicing and pick a billing mode, and from then on that job bills itself. Auto-created invoices are drafts for your review. They are never emailed or charged to the customer automatically.

Before you start

Decide the billing rhythm for the job:
- Per Visit: one invoice per completed visit, priced from the job’s product/service lines. A job with no priced lines is skipped.
- Monthly Fixed: one invoice per month, priced from the job’s most recent accepted estimate. The job must be Active.
- On Job Completion: one invoice for the whole job when the job is completed, priced from the job’s product/service lines. Good for installs, cleanups and other one-off projects. Not available for jobs in a program, because programs bill by round.
- Seasonal Prepay / Manual: never billed automatically. When you complete the job you’re taken to a draft invoice to review.
Add the job’s products/services (Job Summary > Product/Services tab) before the work is done. Lines can be catalog products or description-only lines.

Steps

Turn on automatic invoicing for a job

Open the job: on its Job Summary, or while creating it from the full job form (Work > Jobs > Add work, then More job options). The guided Add work page offers only “Create a draft invoice automatically when the visit is completed”, which sets Per Visit.
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)
- On Job Completion — one invoice when the job is completed
Set Invoicing Terms (days): the number of days until the invoice is due (0 to 365). 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 when a visit is marked completed, Monthly Fixed jobs at the start of each month, and On Job Completion jobs get one invoice for the whole job when the job is marked complete. Invoices are created for review; nothing is emailed automatically.

What triggers an invoice

Once a job has Set Job Invoicing on:

Per Visit jobs: when someone marks one of the job’s visits completed (in the scheduler, on a job or customer page, or in the crew app), the system creates the invoice for that visit. Each completed date of a repeating appointment is billed on its own. A daily safety-net sweep also catches 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 never bills the same job twice for one month, and it catches up if the system was down at month-start.
On Job Completion jobs: the invoice is created the moment the job is completed. That happens when you click Complete Job, when you set the job’s Status to Completed on its edit form, or automatically when the job’s last open visit is completed, whether in the office or in the crew app. There is no nightly sweep for this mode.

The due date comes from the job’s Invoicing Terms.

What you see when a job completes (On Job Completion)

The completion message tells you what happened to the invoice:

“A draft invoice was created on the Sales page for you to review. Nothing is sent or charged automatically.”
“No invoice was created because the job has no priced lines. Add pricing, then create the invoice.”
“No invoice was created because per-visit or monthly invoices already bill this job.”
“This job already had its completion invoice, so no new one was created. Create any follow-up invoice by hand.”
“The job is complete, but its invoice could not be created. Create it from the Sales page.”

If the job completed with no invoice, the job’s workflow guide tells you to create the invoice by hand.

Review and send the drafts

Auto-created invoices appear on Billing > Invoices & Payments like any other invoice, as Open (or Overdue if past due), and under the Not sent chip until you send them. This is the review step: nothing goes to the customer until you send it. Open each one and:

Click Send invoice, or print it, or use Mark as sent if you mailed it (see Create and Manage Invoices).
Record payments as money arrives (see Record Payments).

What happens next

Automatic invoices do not change the job’s workflow status. A Per Visit job keeps running; an On Job Completion job stays Completed.
When an invoice is paid in full, the job moves to Closed only if its work is done (Completed or Invoiced) and no other invoice on the job still owes money.
Each job is billed one way. Per Visit and Monthly Fixed invoices are not stacked on a job that already has a completion invoice, and a completion invoice is not raised for a job that per-visit, monthly or program round invoices already bill.
A completion invoice is raised once, ever. If you delete it, it is not raised again. Switching a job to On Job Completion after it is already complete does not invoice it either; create that invoice by hand.
A manual invoice can be a visit’s bill. If you create an invoice by hand and choose the visit under Visit on the invoice form, that invoice counts as the visit’s bill, so automatic invoicing will not bill that visit again. A manual invoice with no visit chosen is an extra charge, and the visit is still billed on its own. See Create and Manage Invoices.
Deleting a visit’s invoice asks whether to bill the visit again. A plain Delete keeps the visit marked as billed, so automatic invoicing leaves it alone.

Tips & best practices

Price the job first. Per Visit and On Job Completion bill from the job’s product/service lines. A job with no lines gets no invoice.
Get the estimate accepted first for Monthly Fixed. That mode prices from the accepted estimate.
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 batch buttons; those remain available for jobs you haven’t opted in or as a manual catch-up. See Batch Billing.
Treat the Not sent chip as your outbox. Auto-billing fills it with drafts; make a habit of reviewing and sending them, since customers never receive them until you do.
On Job Completion and deposits. The completion invoice bills the job’s full lines. It does not subtract a deposit or progress invoice you created by hand, so edit the draft before you send it if part of the job was already billed. A deposit the customer paid on the estimate is different: it sits on the account as credit, and you apply it from the invoice’s Customer deposit on file card.
Enabling on an already-running job: turning on Per Visit billing for a job whose visits are already complete lets the daily sweep pick up eligible past-completed visits. Review the 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 priced product/service lines. Re-treat visits are never billed automatically (they repeat work already billed), and a visit already invoiced or marked as billed is skipped. The Unbilled Visits report gives the reason for each visit.
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.
A completed job got no invoice (On Job Completion): read the completion message (above). The usual causes are no priced lines, other invoices already billing the job, or the completion invoice was deleted earlier.
“"On job completion" billing is not available for a job in a program. Programs bill by round.”: a program job can’t use this mode. Pick another mode, or unlink the program. Link to Program refuses an On Job Completion job for the same reason.
Invoices are created but customers say they never got them: that’s expected. Auto-billing creates drafts only; you still have to send 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, send, and print the drafts auto-billing creates
Record Payments — collect on auto-created invoices
Find Work You Have Not Billed: the Unbilled Visits and Unbilled work views