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Create an Invoice

Difficulty:beginner

Learn how to bill customers for completed work so you can get paid.

When You'd Create an Invoice

  • Job is complete and customer owes payment
  • Customer requested a quote in writing (estimate invoice)
  • Monthly billing for service contracts
  • Charging deposit before starting large job
  • Splitting payment (partial invoice, then final)

How to Create an Invoice

Step 1: Start from the Right Place

You have three ways to create an invoice:

Option A: From a Completed Job (Most Common)

  1. Navigate to Jobs → Find the completed job
  2. Click the job to open details
  3. Click Create Invoice button (top-right)
  4. System pre-fills customer, services, and amounts

Option B: From Customer Profile

  1. Navigate to Customers → Find customer
  2. Open customer profile
  3. Click Create Invoice button
  4. Select which job(s) to include

Option C: From Invoices Page

  1. Navigate to Invoices
  2. Click + New Invoice (top-right)
  3. Select customer manually
  4. Add line items one by one

Step 2: Verify Customer Information

System shows:

  • Customer name
  • Service address (from job)
  • Email address (where invoice will be sent)
  • Phone number

Double-check:

  • ✅ Correct customer selected
  • ✅ Email is correct (invoice goes here)
  • ✅ Service address matches where work was done

If info is wrong:

  1. Click Edit Customer link
  2. Update customer profile
  3. Return to invoice creation

Step 3: Add Line Items

What are line items? Each service or product you're charging for.

From a job (automatic):

  • Labor charges (based on hours worked)
  • Parts used (from parts inventory log)
  • Service call fee
  • All pre-filled from job details

Manual entry:

  1. Click + Add Line Item
  2. Fill in:
    • Description: What you did (e.g., "AC Repair - Replace Capacitor")
    • Quantity: How many (default: 1)
    • Unit Price: Price per unit ($150.00)
    • Total: Auto-calculates (Quantity × Price)

Real example:

Line Item 1:
Description: Service Call Fee
Quantity: 1
Unit Price: $75.00
Total: $75.00

Line Item 2:
Description: AC Capacitor (25 MFD)
Quantity: 1
Unit Price: $45.00
Total: $45.00

Line Item 3:
Description: Labor - Diagnostics & Repair
Quantity: 1.5 hours
Unit Price: $95.00/hour
Total: $142.50

Subtotal: $262.50

Step 4: Calculate Tax

If applicable in your state:

Automatic tax:

  1. System uses tax rate from Settings → Tax Settings
  2. Tax auto-calculates based on subtotal
  3. Example: 7% of $262.50 = $18.38

Manual tax:

  1. Uncheck "Auto-calculate tax"
  2. Enter tax amount manually
  3. Useful for: Mixed taxable/non-taxable items

Tax exemptions:

  • If customer is tax-exempt (commercial, non-profit)
  • Check "Tax Exempt" box
  • Attach exemption certificate (if required)

Example with tax:

Subtotal: $262.50
Tax (7%): $18.38
Total Due: $280.88

Step 5: Add Payment Terms

Due date:

  • Net 15: Due in 15 days (default)
  • Net 30: Due in 30 days
  • Due on Receipt: Pay immediately
  • Custom: Set specific date

Payment methods accepted:

  • ☑️ Cash
  • ☑️ Check (make payable to: [Your Company])
  • ☑️ Credit Card (via online portal)
  • ☑️ ACH/Bank Transfer

Late fees (optional):

  • Enable "Charge late fee after due date"
  • Set percentage (e.g., 1.5% per month)
  • Or flat fee (e.g., $25 after 30 days)

Real example:

Payment Terms: Net 15 (Due by Jan 30, 2026)
Methods: Cash, Check, Credit Card
Late Fee: 1.5% per month after due date

Thank you message:

Thank you for choosing [Your Company]!
We appreciate your business.

Work summary:

Replaced AC capacitor (25 MFD). Unit now cooling
properly. Tested system, all functions working.

Payment instructions:

Pay online: [Customer Portal Link]
Or mail check to: [Your Address]
Questions? Call (555) 123-4567

Internal notes (private, customer doesn't see):

Customer mentioned considering new AC next summer.
Follow up in March for quote.

Step 7: Preview Invoice

Before sending:

  1. Click Preview button
  2. Review PDF as customer will see it
  3. Check for:
    • ✅ Company name and logo
    • ✅ Invoice number (auto-generated)
    • ✅ Customer name spelled correctly
    • ✅ Line items accurate
    • ✅ Math is correct (subtotal + tax = total)
    • ✅ Payment instructions clear

If something's wrong:

  1. Click Edit to return
  2. Make corrections
  3. Preview again

Step 8: Save or Send

Option 1: Save as Draft

  • Click Save Draft
  • Invoice saved but not sent
  • Status: DRAFT
  • You can edit later
  • Customer doesn't see it yet

Option 2: Send Immediately

  • Click Save & Send
  • Invoice sent to customer's email
  • Status: SENT
  • Customer receives email with PDF attached
  • Payment link included (if online payment enabled)

After Creating Invoice

What Customer Receives (If Sent)

Email includes:

  • Subject: "Invoice #1234 from [Your Company]"
  • PDF attachment (invoice)
  • Pay Online button (if enabled)
  • Due date reminder

Customer clicks:

  • View Invoice: Opens PDF
  • Pay Online: Goes to payment portal
  • Questions: Shows your contact info

Invoice Number Format

Auto-generated:

  • Format: INV-YYYY-NNNN
  • Example: INV-2026-0001
  • Sequential numbering
  • Customizable in Settings

Why sequential numbers:

  • Professional appearance
  • Easy tracking
  • Accounting compliance
  • Gap detection (missing invoice = potential issue)

Creating Different Invoice Types

Standard Service Invoice

After completing one-time job:

  1. Navigate to Jobs → Completed job
  2. Click Create Invoice
  3. Review pre-filled line items
  4. Add/remove items if needed
  5. Send

Timeline:

  • Job completed: Today
  • Invoice created: Today
  • Due date: 15 days from today

Deposit Invoice

Collecting upfront payment before work:

Step 1: Create Invoice

  1. Navigate to Customer profile
  2. Click Create Invoice
  3. Add line item: "Deposit - [Project Name]"

Step 2: Set Amount

  • Typically 25-50% of total project cost
  • Example: $500 deposit on $2,000 installation

Step 3: Mark as Deposit

  • Check "This is a deposit invoice"
  • Link to project/job if created
  • Due on receipt (immediate payment)

Step 4: Create Final Invoice Later

  • After work complete
  • Subtract deposit from total
  • Shows: Total - Deposit Paid = Balance Due

Example:

Deposit Invoice (Jan 15):
AC Installation Deposit: $500.00
Due: Immediately

Final Invoice (Jan 30):
AC Installation Total: $2,000.00
Less Deposit Paid: -$500.00
Balance Due: $1,500.00

Recurring/Contract Invoice

Monthly maintenance contracts:

Step 1: Create Invoice Template

  1. Navigate to Invoices → Recurring
  2. Click + New Recurring Invoice
  3. Set up line items (same each month)

Step 2: Set Schedule

  • Frequency: Monthly, Quarterly, Annually
  • Start date: Jan 1, 2026
  • End date: Dec 31, 2026 (or ongoing)
  • Auto-send: Yes/No

Step 3: System Auto-Creates

  • Invoice created automatically on schedule
  • Sent to customer (if auto-send enabled)
  • You get notification

Example:

Monthly Maintenance Plan
Amount: $99/month
Schedule: 1st of each month
Auto-send: Yes
Duration: 12 months

Quote/Estimate Invoice

Customer wants written quote:

Step 1: Create as Draft

  1. Create invoice with estimated costs
  2. Mark as "Estimate" or "Quote"
  3. Save as Draft (don't send as invoice)

Step 2: Change Terms

  • Payment terms: "Quote valid for 30 days"
  • Add note: "This is an estimate. Final price may vary."

Step 3: Send Quote

  • Click Send as Quote
  • Customer receives estimate
  • Status: QUOTE (not INVOICE)
  • Doesn't affect accounting until accepted

Step 4: Convert to Invoice (If Accepted)

  • Customer approves quote
  • Click Convert to Invoice
  • Invoice created with same line items
  • Now billable

See also: Create Estimate

Common Invoice Scenarios

Scenario 1: Customer Pays Cash on the Spot

What to do:

  1. Create invoice normally
  2. Click Save & Send (sends receipt to email)
  3. Immediately click Record Payment
  4. Payment method: Cash
  5. Mark as PAID
  6. Give customer printed copy (optional)

Result:

  • Invoice shows PAID immediately
  • No follow-up needed
  • Customer has email receipt

Scenario 2: Adding Parts After Initial Invoice

Situation: Billed for service, then discovered more parts needed

Steps:

  1. Navigate to original invoice
  2. Click Duplicate
  3. System creates new invoice with same customer
  4. Remove original items
  5. Add only new parts/labor
  6. Send supplemental invoice

Or create credit memo:

  • If you need to modify original invoice
  • Credit old invoice (refund)
  • Create new invoice with correct total

Scenario 3: Customer Disputes Amount

What to do:

  1. Don't mark as PAID - keep as SENT
  2. Add internal note: "Customer disputing line item 3"
  3. Communicate with customer (phone/email)
  4. If agreed to reduce:
    • Edit invoice (if not sent yet)
    • Or issue credit memo (if already sent)
  5. Send corrected invoice
  6. Customer pays updated amount

Best Practices

1. Invoice Immediately After Job

  • Don't wait days or weeks
  • Customer remembers the service
  • Faster payment

2. Clear Descriptions

  • "AC Repair" → Too vague
  • "AC Repair - Replace Capacitor, Test System" → Clear

3. Itemize Labor & Parts

  • Don't lump together
  • Transparency builds trust
  • Customer understands value

4. Include Tax Certificate Info

  • If tax-exempt customer
  • Note certificate number on invoice
  • Attach certificate copy

5. Professional Appearance

  • Add company logo (Settings → Branding)
  • Customize invoice template colors
  • Include license numbers if required

A:

  • DRAFT invoices: Yes, edit freely
  • SENT invoices: Can't edit (accounting rules)
  • Solution: Issue credit memo, then new corrected invoice

Q: What if customer lost the invoice email?
A: Resend it:

  • Open invoice
  • Click Resend button
  • Customer gets fresh copy

Q: Can I delete an invoice?
A:

  • DRAFT: Yes, delete anytime
  • SENT/PAID: No (must void instead - maintains accounting trail)

Q: How do I add my company logo?
A: Settings → Branding → Upload Logo. Appears on all invoices.

Q: What's the difference between invoice and receipt?
A:

  • Invoice: Request for payment (sent before payment)
  • Receipt: Proof of payment (sent after payment received)
  • System auto-generates receipt when payment recorded

Troubleshooting

Issue: "Invoice number already exists"
Solution: System auto-increments. If you see this, someone else created an invoice at same time. Refresh page.

Issue: "Can't calculate tax"
Solution: Set tax rate in Settings → Tax Settings first. Then create invoice.

Issue: "Customer email bounce (not delivered)"
Solution:

  • Verify email address is correct
  • Check spam folder
  • Resend to different email
  • Or print/mail physical copy

Issue: "Line items from job not showing"
Solution: Job might not have parts/labor logged. Add line items manually.

Need More Help?

Related Guides

Send Invoice

Record Payment

Track Unpaid

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