Invoicing and payments

What you'll learn

• Generate an invoice from a completed job
• Send a branded invoice with an online payment link
• Record partial payments, refunds, and credit notes
• Keep an eye on what's still outstanding

Step by step

1. 1

   Invoice from the job

   Open the completed job and create the invoice. Labor, pricebook tasks, and materials used carry over, so the invoice matches what actually happened on site.

2. 2

   Review before sending

   Check line items, taxes, and any membership discount that should apply. Add a short summary of the work — customers pay faster when they understand the charge.

3. 3

   Send for payment

   Send the invoice by email. It arrives with your logo and a secure link to the customer portal where they can view the work and pay online.

4. 4

   Record payments

   Online payments post automatically. For checks and cash, record the payment against the invoice with the method and reference so the balance stays accurate.

5. 5

   Handle adjustments

   Issue a credit note for a goodwill adjustment or a refund against a captured payment. Both stay linked to the original invoice for a clean audit trail.

6. 6

   Watch receivables

   Use Invoices filters and Reports to see what's overdue by age. A weekly ten-minute pass on aging invoices is usually the highest-value administrative habit in the business.

Tips and common mistakes

• Invoice the same day the work finishes. Every day of delay costs collection speed.
• Never edit a finalized invoice — issue a credit note instead, so history stays intact.
• Turn on payment reminders before you spend time on collection calls.