Billing & payments
Create, send and manage invoices
Invoice an accepted quote, enter an advance, mark bills Paid manually, and void an issued invoice when necessary.
Create an invoice from an accepted quote
- Add and price the items on the job’s Details tab. Create a quote, mark it Sent, then Accepted after the customer agrees.
- Open the accepted quote and choose Convert to Invoice, or use Add Invoice from the job’s Billing tab. If several accepted quotes are available, choose which one to invoice.
- Check the number, issue date and due date. The due date cannot be before the issue date. The app adds a short locked suffix to the number you type to keep it distinct across devices.
- Review Line items. Conversion starts with the accepted quote’s items and tax. Items are added and edited on the job, not in the invoice form.
- On Payment & notes, check tax, type any Advance received, and add notes. Choose Add Invoice to save a Draft.
Each accepted quote can have one active draft or sent invoice. If there is no accepted quote, Billing explains what is required. Voiding the invoice or deleting its draft makes that quote available again.
Enter an advance and check the balance
The Advance received field starts empty. Type only money already received that this invoice should deduct. Record that receipt separately in the job’s Payments tab. A $2,165 invoice with a $500 advance prints a Balance due of $1,665. You can edit the advance by selecting Less advance received on the draft’s Details view.
The form warns if the advance exceeds recorded receipts or the amount payable, but allows a valid amount to be saved. The balance never falls below zero. An invoice’s advance cannot be edited after it is Sent.
Review changes from the quote
While the invoice is a Draft, changing the job’s items updates its items and totals. Sent or accepted quotes remain unchanged. If the draft now differs from the accepted quote, a notice describes changed items, tax or totals. The send confirmation repeats that difference. Check the agreed work before sending; an equal total does not mean the item descriptions still match.
Mark the invoice Sent and share
- Open the Draft invoice. Use the Details/paper-preview switch to review the document, customer and business details.
- Open the status menu, choose Sent, read the confirmation and choose Mark as Sent. This locks its contents.
- Use Share on iPhone/iPad, or Share/Print on Mac, to send the PDF using the system controls.
Sharing and marking Sent are separate actions. Check the status yourself; sharing a PDF does not automatically mark the invoice Sent, charge the customer or record money received. Sent invoices keep the business and customer identity captured when issued.
Mark Paid or Unpaid
Record each real receipt in the job’s Payments tab. Then open the sent invoice and choose Mark as Paid. Its status becomes Paid, the date you marked it is shown, and it leaves Dashboard Outstanding. Use Mark as Unpaid if necessary. Recording enough money on the job never changes this status automatically.
An unpaid sent invoice with a positive balance becomes Overdue after its due date. Drafts have no Mark as Paid action. The PDF retains the original invoice amounts and advance; it is not a running payment statement.
Delete a draft or void a sent invoice
A Draft can be deleted because it has not been issued. For a sent invoice, use Void instead and enter a reason. The invoice and number are retained with the void date and reason, but it stops contributing to Billed and Outstanding. Its quote can be invoiced again. Deleting a draft or voiding an invoice does not change the job’s payment history.
A sent invoice cannot be edited. To correct it, retain the voided record, prepare the replacement and review the customer’s money already received before deciding its advance.
Regional tax and conflicting records
Tax options follow the job’s country. Canadian documents can show a second tax; UK construction invoices can include reverse charge and CIS labour/deduction fields. Review any fixed-tax notice after changing items. If duplicate numbers, multiple conversions or inconsistent totals are flagged, compare the actual documents sent to the customer before correcting records.