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Build an invoice from scratch, a job, or an approved quote — then send it, track its status, and download the PDF.
An invoice is the bill you send a customer after (or before) the work is done. Build it from scratch, prefill it from a job, or pull in an approved quote — then send it by email with an optional online payment link, track its status from Draft to Paid, and download a PDF copy.
Before you start: sign in with an account that can manage invoices (an operator/employer account), and have a customer to bill — see create a customer.
Select Invoicing & Payments in the left navigation. The invoice list shows every invoice with its Invoice #, Customer, Create Date, Service Details, Amount, and Status, with filters and a Search invoices box above the table.
The Invoicing & Payments page lists all invoices.
Select + New Invoice in the top right. The Create New Invoice form opens with sections for the customer, job address, service pricing, totals, notes, media, and payment settings.
The Create New Invoice form, ready to fill in.
Select the Customer dropdown and start typing to search, then pick the customer. Don’t have them in the list yet? Choose Create new customer at the top of the dropdown to add one without leaving the form.
Type to search, then pick the customer — or create a new one.
Picking a customer fills the Select Address dropdown with their primary address, and unlocks the Approved Quote (Optional) and Jobs (Optional) selectors. Keep Existing Address, pick a different saved address, or switch to New Address to type one in.
The customer's primary address fills in automatically.
Under Service Pricing, choose the Surface, add an optional Description, pick the Unit, and enter the Quantity, Complexity, and price. The Subtotal: updates as you type. Add more lines with + Add Surface. Under Service Totals, add an optional Discount (a dollar amount or a percent) and Taxes — the Total Invoice Amount: recalculates instantly.
A driveway line at 800 sq ft, with a 10% discount and 8% tax.
Add an optional Note to Customer, then set the Payment Settings. Invoice date is Today or a Custom date. Due date is Date sent, 30 days, 60 days, 90 days, or Custom date. Tick Include payment link (requires Stripe) to let the customer pay online, and optionally Offer 3% cash/check discount.
Payment settings: dates, the payment link, and the cash discount.
Choose Custom date under Due date and a date field appears — pick any day you like. The other options set the due date for you, counted from the invoice date (recalculated when you send the invoice).
Custom date reveals a date picker.
Select Save & Continue. A green Invoice created successfully message appears and the invoice opens on its own page with a Draft badge, the customer’s contact details, the address, the priced line items, the due date, and whether a Payment Link is Included.
The saved invoice opens as a draft.
Select Preview to see the invoice exactly as the customer will: your company header, the FROM and TO blocks, the line item table, and the totals. Close it with Close, or send straight from here with Send to Customer.
The preview shows the customer's view of the invoice.
Actions holds the rest of the invoice’s tools: Edit Invoice (reopens the form), Download PDF, Change Status, Archive Invoice, and Delete Invoice. Deleting an invoice is permanent — there is no undo.
The Actions menu on the invoice page.
Select Send. A green Invoice sent to message shows the customer’s email, the badge changes from Draft to Pending, the button becomes Re-send, and the send lands in the Activity Log. The email includes the payment link when Payment Link is Included. Send is disabled if the customer has no email or phone number.
After sending: a Pending badge, a Re-send button, and an Activity Log entry.
Select Actions → Download PDF. A Generating PDF… banner appears, then PDF ready for download. and the file downloads.
The PDF is generated and ready.
Select Actions → Change Status to open Change Invoice Status. It shows the Current Status: and under Select New Status: offers Draft, Pending, Paid, and Overdue. An archived invoice must be unarchived before its status can change.
The Change Invoice Status dialog.
When the money arrives outside the payment link — cash, check, or bank transfer — choose Paid. A green Invoice status updated to Paid message appears and the page now shows the Date Paid and the Payment Method.
A paid invoice records the date and method.
Open the job you want to bill and select Create Invoice in its header. The invoice form opens already linked to that job.
Create Invoice on a job page starts a prefilled invoice.
The form arrives with the Customer, the job under Jobs (Optional), the job’s address, and its service lines (surface, quantity, complexity) filled in, plus a note like Created from Job JB-0037. Add the prices, adjust anything you like, then save as usual.
Prefilled from the job — add pricing and save.
If the customer has an approved quote, pick it under Approved Quote (Optional) — each option shows the quote number and total.
Choosing an approved quote to bill from.
Selecting an approved quote copies its full pricing onto the invoice — line items with quantities and prices, discount, and tax — so the Total Invoice Amount: matches the quote. If the quote had a promo code applied, that discount carries over too.
The quote's quantities, prices, and total carry onto the invoice.
Back on Invoicing & Payments, narrow the list with the Date, Status, Surface Type, and Customer filters or the Search invoices box. The Status filter offers Draft, Pending, Paid, Overdue, and Archived — tick any combination and select Apply.
Filtering the list by status.
The Follow-Up card on the invoice page can nudge the customer automatically. Schedule Follow-Up opens Schedule Invoice Follow-up, where you enable the automation, choose when it sends, and edit the message — it works the same way as quote follow-ups (see send and convert a quote).
Scheduling an automatic invoice follow-up.
There’s no promo-code box on the invoice form. A promo discount reaches an invoice two ways: it carries over from an approved quote that had one applied, or the customer enters a code themselves on the invoice’s online payment page. An applied promo shows in the pricing summary as a Promo line with the code and the amount off.
Your invoice is out the door: the customer has it by email with a payment link, its status tracks the money from Pending to Paid, the PDF is on file, and every send and status change is in the Activity Log.
Need more help? If you can't find what you're looking for in our documentation, create a support ticket and our team will assist you.