Invoicing Basics

Invoices are generated from completed jobs and sent to your customers electronically. Here's how the invoicing system works.

How invoices are created

There are two ways invoices get created:

Automatic invoicing

When a job is marked as Complete, an invoice is automatically generated from the job's line items and sent to the customer via email. This is the recommended workflow — zero manual effort.

Manual invoicing

You can also create invoices manually from Billing → Invoices → + New Invoice. Select a customer, add line items, and send.

Invoice lifecycle

Each invoice moves through these statuses:

• Draft — created but not yet sent (manual invoices only).
• Sent — emailed to the customer with a payment link.
• Viewed — the customer has opened the invoice.
• Paid — payment has been received.
• Overdue — past the due date with no payment.

Sending invoices

Invoices are sent by email with a secure link. When the customer clicks the link, they see the invoice details and can pay online with a credit card.

No account or login is required for the customer to view and pay.

Printing invoices (for customers without email)

You don't need to email anyone to give a customer their invoice. Open any invoice and use:

• Print — opens a clean, printer-ready copy in a new tab and brings up your printer dialog. It shows your company info, the customer, the line items, totals, and your payment instructions — and leaves out the online "Pay Now" button and other web-only details.
• Download PDF — saves that same clean copy as a PDF you can keep, email yourself, or print later.

Both work from any computer or printer — no special setup required.

Mark as issued (no email sent)

A new invoice starts as a Draft. If you hand the customer a printed copy instead of emailing it, click Mark as issued on the invoice. This moves it out of Draft so your records and reports stay accurate — without sending any email or text message to the customer.

When you receive payment (cash, check, etc.), use Record Payment to mark the invoice paid.

Tip: To make sure scheduling and invoicing never email or text your customers, turn off the relevant notifications in Settings → Notification Preferences.

Payment reminders

For overdue invoices, the system can send automatic payment reminders. Configure reminder timing in Settings → Notification Preferences.

Sales tax

Invoices calculate sales tax using the provider you've configured in Settings → Sales Tax. You can use a flat rate you manage yourself, or enable automated multi-jurisdiction tax via Stripe Tax. Stripe Tax bills its own per-transaction fees directly to your Stripe account — see Tax calculation for details.

QuickBooks sync

If you've connected QuickBooks, invoices and payments sync automatically. Invoice line items, amounts, tax, and status are pushed to your QuickBooks company. See QuickBooks Online.

Stripe sync and refunds

Online card payments flow through Stripe Connect. Invoice status updates when Stripe confirms payment. Refunds initiated from the invoice screen post back through Stripe — see Refunds & Stripe Sync for reconciliation tips.

Jobs reopened after invoicing

If a completed job is reopened for additional work, downstream invoicing may adjust (drafts regenerated or totals revised depending on state). Review the invoice timeline after reopen to avoid double billing.

Multi-day jobs

Multi-day jobs bill from the parent job's line items when work completes; individual day segments roll up to the same financial record according to your workflow.

Tips

• Enable auto-invoicing to eliminate manual invoice creation entirely.
• Set your default payment terms (Net 15, Net 30, etc.) in billing settings.
• Use Print or Download PDF on any invoice's detail page to get a clean paper copy for customers without email.
• Invoices can also be created automatically when you convert an approved estimate into a job.

Related

• Refunds & Stripe Sync
• Connecting Stripe