Create and send an invoice

An invoice tells the customer what they owe and gives them a secure link to pay. You can create one on its own, from a customer, or from a job.

Owners, admins, salespeople, project managers, accounting and techs can create and send invoices. Office/CSR users can view invoices and collect payments, but can't create them.

#Create an invoice

1. Go to Invoices and click New invoice. (You can also click Invoice on a customer's record or a job. The customer is filled in for you.)
2. Under Customer, search by name, phone, email or address.
3. Under Line items, search Add from pricebook for services, parts and equipment, or click Custom line to type your own.
4. Adjust the description, quantity and price on each line. Click the trash icon to remove a line.
5. Add a PO number if the customer needs one.
6. Click Save draft to keep working later, or Save & send to send it now.

The subtotal updates as you go. Tax is added on taxable lines when you save, using your rate from Settings → Invoices & taxes. If the customer is a member, pricebook items come in at member prices. See Give members special pricing.

#Send an invoice

On a draft invoice, click Send. On an invoice you've already sent, the button says Resend.

When you send, the customer gets a text and an email with the invoice number, amount and a pay link. The invoice moves from Draft to Sent.

A $0 invoice (for example, a visit included in a membership) is marked Paid as soon as you send it, and no pay link goes out.

#The invoice page

The invoice page shows the invoice as the customer sees it: your company details, the bill-to address, lines, totals, any deposit applied, and the balance due. On the right, Payments lists every payment, refund and processing fee.

Buttons at the top:

• Pay link: opens the customer's payment page in a new tab.
• Print: prints the invoice or saves it as a PDF.
• Send / Resend
• Void
• Collect payment: take a payment now. See Collect a payment.

If QuickBooks is connected, the line under the invoice title shows whether it synced.

#Invoice statuses

Status	Meaning
Draft	Saved, not sent yet
Sent	Sent and unpaid
Partial	Some of the balance is paid
Paid	Paid in full
Past due	Sent or partial, and past its due date
Refunded	Every payment on it was refunded
Void	Canceled

#Find invoices

The Invoices page has tabs for Unpaid, Past due, Drafts, Paid and All. Cards at the top show what's Outstanding, what's Past due, and how much Retainage held is on open project invoices.