Create and Manage Invoices

This article covers the full life of a manually created invoice: building it, reviewing it on the Invoice Summary page, editing or deleting it, and getting it in front of the customer by email or print. For invoices the system generates for you, see Batch Billing and Automatic Invoicing — once created, those invoices are managed on the same Invoice Summary page described here.

Before you start

The customer must already exist. Job is a required choice on the invoice form: pick the customer’s job, or pick No job (one-off charge) for a charge that is not tied to any job. A customer with no jobs can still get a one-off charge.
Each job can carry only one open manual invoice. If the job already has one, you’ll be sent back to the job with “This job already has an open manual invoice. Edit or void it before creating another; per-visit, monthly and round invoices do not block a new one.” An invoice that records a visit (see step 5) is that visit’s bill, so it is not counted here: it neither blocks nor is blocked by the job’s manual invoice.
Optional: Products/Services set up (with unit prices and taxable flags) if you want line items to auto-fill prices and tax treatment.
To email invoices: the customer needs an email address on file, and email sending must be configured on your server.

Steps

Create an invoice

Go to Billing > Invoices & Payments and click Create invoice (top right; there’s also a Create invoice button in the workflow guide). You can also start from a job: Create Invoice on the job’s Financials tab opens the form with the customer and job already picked.
The Invoice Number is assigned automatically — you can’t change it.
Select the Customer (required). Their email and billing address appear for reference, and the Job dropdown fills with that customer’s jobs.
Choose the Job (required). The list holds the customer’s jobs, with No job (one-off charge) at the top for a charge that is not tied to any job. Nothing is chosen for you unless you started from a job or an estimate, so pick on purpose; if you save without choosing, the form asks you to.

If you see a “may not be ready to invoice” warning, the job either has no appointments at all or is still at the Estimate stage. The warning is a nudge, not a block: dismiss it and carry on if you are invoicing a deposit, a mobilisation charge or an agreed advance. If none of those apply, check the job before you send anything. It appears only on manual whole-job invoices, never on the automated per-visit and program-round runs.
Visit (only on Per Visit jobs). When the job is billed Per Visit and has completed visits that nothing has billed yet, a Visit field appears under the Job. It starts on No visit (extra charge on the job), and nothing is chosen for you, even when the job has only one such visit.
- Choose a visit when this invoice is the bill for that appointment. Each visit is shown as its date and time, the crew and its status, for example “10/12/2026 08:00 AM, Crew Alpha, Completed”. A visit booked for “any time” of the day shows the date only, for example “10/12/2026, Crew Alpha, Completed”. The invoice is then recorded against that visit, and the visit will not be billed again: automatic invoicing, the nightly run, Batch Billing and the Unbilled Visits report all leave it alone, and the job’s visit list shows this invoice’s number on that visit. Recording a visit does not move the job to Invoiced, so a repeating job keeps going.
- Leave it on No visit for an extra charge on top of the job’s normal billing. Completed visits are still billed separately, so if the job is set to invoice automatically, the visit will get its own invoice as well.
- Only completed visits are listed. A visit that is already invoiced, marked as billed, a re-treat, or already covered by a program round, monthly or job completion invoice is not offered. Changing the Job or the Customer clears the Visit choice.
- The list shows the newest 200 visits. When the job has more, it says “Showing the newest 200 visits. For an older visit, choose No visit, then mark that visit as billed on the Unbilled Visits report.”
- The field does not appear for a one-off charge (No job), or for jobs billed Monthly Fixed, Seasonal Prepay or On job completion.
This is the final bill for the job. When you have picked a job and no visit, a tick box appears under the Visit field. Tick it when this invoice bills the whole job: the job then moves to Invoiced. Leave it unticked for a deposit or a progress bill: the job stays where it is, so it can still be completed. It starts ticked when the job is already Completed and unticked when the job is still being worked. A job that has moved to Invoiced cannot be completed, and a job billed On job completion only raises its own final invoice when it is completed, so tick the box only when you mean it.
Check the dates: Invoice Date defaults to today (your company’s today, in its own time zone), Due Date defaults to 30 days out (or the job’s Invoicing Terms once a job is selected). Both are required, and the due date can’t be earlier than the invoice date.
Add line items in the table. For each row:
- Product/Service — optional; picking one fills in its unit price and tax treatment. Leave it on No product (description only) to type the line yourself. With no saved products or services yet, that is the only choice and the page says so; add them under Billing > Products & Services to reuse them later.
- Description: free text for what the line is. A line needs a product or a description.
- Qty — decimals are fine, up to two places (for example 2.5 yards or 1.25 hours).
- Rate — price per unit.
- Amount: calculated automatically (Qty × Rate); you can’t type it directly. The lines always add up to the invoice total.
- Use Add line / Delete line below the table to manage rows.
Review the totals box: Sub Total, Tax (a percentage you can edit, from 0% to 30%, kept to four decimals so a rate like 8.875% is stored exactly), Tax Amount, and Total are calculated for you. Tax applies to every line except one whose product is not taxable (a description-only line is taxed), and only if sales tax is on for the invoice. All amounts show dollars and cents.
Optional: click Show Invoice Settings to toggle Use Product Service Column, Use Qty/Rate Column, and Use Sales Tax On Invoice? for this invoice (defaults come from your company settings).
Click Save. If you chose a visit, the confirmation names it.

Review it — the Invoice Summary page

After saving you land on the Invoice Summary with the message “Invoice created successfully. Email it to the customer or record payment when money comes in.” This page shows:

Header: the invoice number and status, with a line under it saying how it was last sent (“Not sent yet”, or for example “Emailed Oct 3, 2026”). The header buttons are Send invoice (it reads Send again once it has been sent), Mark as sent, and Record payment while money is owed.
Invoice details — number, customer, linked job (clickable), dates, customer email, billing address.
Sent card, every time the invoice was emailed, mailed or handed over, with the date, who did it, the email address it went to and any note. It links to Invoices not sent yet.
Line items and totals — with a status banner: green Paid when paid in full, yellow Partially Paid with the remaining balance otherwise. Partially paid invoices also show Amount Paid and Balance Due rows.
Payment History: every payment applied to this invoice, with date, payment number (clickable), method, reference, and amount. A deposit applied to the invoice has an Unapply link (see Record Payments).
Customer deposit on file — if the customer has an unapplied estimate deposit and the invoice has an open balance, a card appears with an Apply to this invoice button. The applied amount is capped at the invoice’s open balance and counts like any other payment.
The Action dropdown (top right): Delete (and Delete and bill this visit again on an invoice that bills a visit), Record payment, Print Invoice, Print View, Email Invoice. Options appear and disappear based on payment state; see below.

Changes to an invoice, and the payments recorded against it, are kept in an audit trail with who made each change and the old and new values. Contact support if you need that history for a customer question.

Edit an invoice

Editing is only possible before any money is applied. On an untouched invoice the summary page shows a Save button and editable fields:

Change the Invoice Date or Due Date directly.
Change line items, product, description, quantity, rate, or use Add line / Delete line. Amounts recalculate as you type. Each line needs a product or a description, so description-only lines written by automatic billing stay editable. A line added with Add line has a Description box: leave the product on No product (description only) and type the line, which works even with no saved products.
Adjust the Tax Rate if needed (0% to 30%); totals are recalculated when you save. An invoice keeps the tax rate it was saved with, so re-saving it does not change the tax.
Click Save. You’ll see “Invoice updated successfully.”

Once even a partial payment exists, the fields become read-only and the Save button disappears. To change a paid-against invoice, delete its payments first (see Record Payments), edit, then re-record them.

Email an invoice

Open the invoice and click Send invoice in the header (or Action → Email Invoice; the workflow guide’s email link does the same thing).
A confirmation names the recipient first, for example “Email invoice INV-1042 to [email protected]?”. Click Send invoice to go ahead, or cancel if the address is wrong and fix it on the customer page.
The system generates a PDF of the invoice and emails it, with subject “Invoice [number] from [your company]” and the total in the body. The link shows “Sending…” while it works.
You’ll see “Invoice emailed to [address]” on success, and the send is added to the Sent card.

If the customer has no email on file you’ll be told to add one on the customer page first. If email isn’t configured on your server, use Print Invoice instead.

Record an invoice you sent yourself (Mark as sent)

Emails sent from the app are recorded for you. When you mail the invoice or hand it to the customer, record that so the invoice stops reading as not sent:

Click Mark as sent in the header.
Choose Mailed or Handed to customer, and the Date sent (today by default; it can’t be in the future).
Add an optional Note, for example “mailed with the season contract”.
Click Mark as sent.

Find invoices nobody has sent

On Billing > Invoices & Payments, the Not sent chip lists unpaid invoices that have never been emailed, mailed or handed over. The Sent column on the list shows how and when each invoice went out. Invoices that billing creates for you start as not sent, so this chip is your outbox.

Print or download a PDF

Two options in the Action dropdown, both opening in a new tab:

Print Invoice — downloads a ready-made PDF file of the invoice (same document the email attaches).
Print View — opens a clean, print-formatted web page (with your company’s document header/logo, line items, amount paid, and balance due) and uses your browser’s print dialog — print it or “Save as PDF” from there.

Delete an invoice

Open the invoice. Action → Delete is only offered when no payments have been applied.
Click Delete and confirm “Are you sure you want to delete this invoice?”.
You’re returned to Invoices & Payments with “Invoice was successfully deleted!.”

Invoices that bill a visit (a per-visit invoice, or a manual invoice that recorded a visit) offer two choices:

Delete: the confirmation reads “Delete this invoice? The visit will not be invoiced again automatically.” The visit stays marked as billed. Use this when you billed the work some other way.
Delete and bill this visit again: the visit goes back to unbilled, so automatic invoicing, Batch Billing or the Unbilled Visits report can bill it again.

A job’s On job completion invoice is raised only once. If you delete it, it is not raised again; create the replacement by hand.

If payments exist, deletion is blocked: “Please make sure all payments to this invoice have been deleted before trying to delete the invoice.” Delete the payments first, then the invoice. Payments taken online can’t be deleted in the office (see Record Payments), so an invoice paid online stays.

What happens next

Creating an invoice for a job advances that job’s workflow status to Invoiced only when you tick This is the final bill for the job. If you leave it unticked (a deposit or progress bill), or the invoice records a visit, the job stays where it is, as it does when a visit is billed automatically.
An invoice that records a visit can be deleted like any other. Choose Delete and bill this visit again on its Invoice Summary if the visit should be billed again; a plain Delete keeps the visit marked as billed.
The invoice appears on Invoices & Payments as Open (or Overdue once past due) until payments arrive, and under the Not sent chip until you send it; see Record Payments.
When it’s fully paid, the invoice is flagged Paid. The linked job moves to Closed only when its work is done (the job is Completed or Invoiced) and no other invoice on the job still owes money. A job that is still Active, or on hold, stays open.
If the Customer Portal is enabled, the customer can also see and pay the invoice online — see the Customer Portal overview.

Tips & best practices

Email the invoice right after creating it: the summary page nudges you to do exactly that, and the PDF attachment means the customer has something they can file. Check the Not sent chip once a week so nothing sits unsent.
Set unit prices on your Products so line items fill themselves in; you’ll only type quantities.
Need a different invoice for the same job? Because each job allows one open manual invoice at a time, delete/void the old one first — or treat additional work as a new job. Per-visit, monthly and round invoices do not count against this.
Deposits first: if the customer paid a deposit on an options proposal/estimate, apply it from the “Customer deposit on file” card before chasing the balance.

Troubleshooting

“Choose the job this invoice is for, or choose No job (one-off charge)”: you saved without choosing a job. Pick the job, or No job for a one-off charge. If the customer has no jobs, the list shows only No job and the form says “This customer has no jobs.”
“The selected job was not found”: the job was deleted, or the page was open for a while and is out of date. Choose another job or No job, then save again. Nothing was created.
“This job already has an open manual invoice”: one open manual invoice per job. Open the existing invoice from the job’s summary and edit it instead. Per-visit, monthly and round invoices do not block a new one.
“This visit is already invoiced (#…)”: another invoice already bills that visit, often because it was billed automatically or another tab saved first. Open that invoice, choose another visit, or choose No visit for an extra charge. Nothing was created.
“This visit is already marked as billed”: the visit was marked as billed on the Unbilled Visits report, or its invoice was deleted and kept deleted. Choose another visit or No visit.
“Already billed by the … invoice”: a program round, monthly fixed or job completion invoice already covers that visit. Choose No visit to bill an extra charge.
“This visit is not completed” or “This date is no longer a visit of its repeating appointment”: the visit changed after the form was opened. Reopen the form, or choose No visit.
“The selected visit was not found on this job”: the page is out of date or the job was changed. Choose the visit again. Nothing was created.
Can’t edit the invoice / no Save button: payments have been applied (“This invoice already has payments applied and can no longer be edited.”). Delete the payments first if you truly need to edit.
“Each line needs a product or a description”: a line has neither. Fill one in or delete the empty line.
“Tax rate must be between 0% and 30%.”: enter the rate as a percent, for example 8.875.
“A line description can be at most 500 characters.”: shorten the description, or split it across two lines.
“Invoice date is not a valid date.” / “Due date is not a valid date.”: pick the dates from the date picker.
“Choose Mailed or Handed to customer and a date that is not in the future.”: on Mark as sent, pick one of the two options and a date up to today.
“This customer has no email address on file” — add an email on the customer’s profile, then retry Email Invoice.
“Email sending is not configured on this server yet” — your installation doesn’t have outbound email set up; use Print Invoice to download the PDF, or contact support.
Delete isn’t in the Action menu — same rule as editing: it only appears while nothing has been paid.
Tax Amount stays $0 — either the invoice’s “Use Sales Tax” setting is off, the tax rate is 0, or every line has a non-taxable product (description-only lines are taxed).

Invoicing Overview — the big picture: manual vs. batch vs. automatic
Record Payments — get the money onto the invoice
Batch Billing — generate many invoices at once
Automatic Invoicing — let the system create invoices for opted-in jobs
Create a Customer — the record everything hangs off