Create an invoice

An invoice is how you bill a customer for work on a project. You can build one in two ways: pull the line items straight from a sold estimate, or start fresh and add items yourself. Either way, you set the issue date and payment terms, choose what the customer sees, and finish by saving a draft or sending the invoice by email.

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Start a new invoice

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Choose how to add items

On the second step you pick one of two starting points:

• Import From Estimate — pull the items from an estimate that’s already been marked sold on this project. This is the fastest way to bill exactly what was quoted.
• Create New — start with an empty invoice and add items yourself, either from your catalogue or as custom one-off lines.

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Importing from a sold estimate

If you choose Import From Estimate, pick the estimate from the Estimates dropdown. Each option shows the date it was sold and its price, so you can tell them apart. If the project has only one sold estimate, it’s selected for you automatically. Click Continue to open the full invoice with those items already filled in.

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Fill in the invoice details

Whichever path you took, you now land on the invoice builder. The top section, Invoice Details, shows the Client Name and Project you chose, plus three things you set:

• Issue Date — the date the invoice is dated. Defaults to today.
• Payment Terms — choose from the terms your workspace has set up. The one marked as default is picked automatically. To set the due date yourself instead of deriving it from a term, choose Custom date at the bottom of the list.
• Due Date — when you pick a payment term, this is calculated for you from the issue date and the term, so you don’t have to work it out. If you chose Custom date, pick the due date directly here instead. Either way, the due date can’t be earlier than the issue date.

There’s also a Description of work box where you can write a short summary of what was done. This appears on the invoice the customer sees.

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Review and adjust the line items

The Line Items card shows everything the customer will be billed for, with a running breakdown of subtotal, any tax, and the total.

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When you imported from an estimate

The items come straight from the estimate and are shown as a clean list. To change the actual items or quantities, you update the estimate itself — the Edit Line Items note explains this. You can still adjust two things here:

• Customize the amount due. If you only want to bill part of the job right now (a deposit, say), use the customize option on the breakdown. You can enter a flat dollar amount or a percentage of the project total, and the invoice scales to match. Use the reset option to go back to the full amount.
• Client View Settings. Two switches — Unit Price and Total Price — control whether those columns show on the customer’s copy. Turn them off for a simpler, total-only invoice.

If the estimate carried tax, it’s shown as a read-only line in the breakdown, so the invoice can’t drift from what the customer agreed to. To change the tax, update the estimate itself.

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When you started from scratch

Click Add New Item to add a line. For each line you can:

• Search your catalogue and pick an item, or type a name and choose Add as custom item to create a one-off line.
• Set the Qty/Unit, the Unit Price, or just the Total Price — the others adjust to match.
• Remove a line with the trash icon (you’ll be asked to confirm).

The breakdown at the bottom keeps the totals up to date as you go. You also set the tax here. The Tax row in the breakdown has a selector, and your branch’s default rate (if it has one) is applied automatically. Open the selector to switch to any other saved rate or tax group (the default rate is marked (Default)), choose No Tax, or use Create new to add a rate on the spot. The invoice total updates as soon as you change the selection. If your branch uses TaxJar, the selector also offers a TaxJar rate calculated from the project’s property address, and it’s picked instead of the default rate — see TaxJar. Rates and groups are set up in Taxes. The same Client View Settings switches — Unit Price and Total Price — sit at the top of the Line Items card here too. Turn either off to hide those columns on the customer’s copy for a simpler, total-only invoice.

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Invoice a scheduled payment

If you built a payment schedule on the proposal, you can bill each payment on its own invoice — for example, the deposit now and the final payment when the work is done.

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What the invoice includes

The invoice total matches the payment’s amount on the schedule, tax included.

• Line items. If you attached services to the payment, the invoice lists those services, with their prices scaled so they add up to the payment. If you didn’t, it has a single line named after the payment. When the estimate mixes taxable and non-taxable work, that line is split into a “(taxable)” and a “(non-taxable)” line.
• Tax. Tax comes from the estimate’s saved rate and only applies to the taxable lines. Like any invoice created from an estimate, the line items and tax are read-only here — to change them, change the estimate or the schedule. See Sales tax.

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Each payment can be invoiced once

Once a payment has an invoice, its Create Invoice button is replaced by a link to that invoice’s number, with the invoice’s status underneath. A payment can’t be invoiced twice. If you try — for example, from an old link — the builder shows “This payment has already been invoiced.” and won’t let you save. If you void or delete that invoice, the payment is freed up and Create Invoice comes back.

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Add a disclaimer

The Disclaimer card holds any terms or notes you want printed on the invoice — warranty language, payment instructions, anything standard for your work. It comes pre-filled with your workspace’s default text, and you can edit it for this one invoice.

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Save or send

When the invoice looks right, use the buttons at the bottom of the screen:

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What’s next