Invoices

Invoices are how you bill, whether for finished work or a deposit up front. The list is at sidebar → Invoices (/invoices).

Common tasks

• Create an invoice
• Create an invoice from a quote
• Send an invoice (see Sharing documents)
• Record a payment
• Generate a hosted payment link (see Payment providers and Stripe)
• Sync an invoice to QuickBooks (see QuickBooks integration)

Create an invoice

1. Click New invoice.
2. Pick a Customer and fill in invoice-level fields (date, due date, terms, etc.).
3. Click Create.

Create an invoice from a quote

1. On /invoices, click From quote.
2. Pick the quote. The invoice opens pre-filled from the quote's lines.

Or convert from the quote side; see Quotes.

Send an invoice

The action bar on the invoice's Overview tab (PDF, Public link…, Email to customer) uses the recipes in Sharing documents.

Record a payment

1. Open the invoice → Payments tab.
2. Click Record payment.
3. Fill in Amount (required), Received date (defaults to today), Method (cash, check, card, ACH, or other), Reference (check number, card last-four, wire ID, and so on), and Notes.
4. Click Save.

The paid total and outstanding balance update on the spot.

Generate a hosted payment link

The Generate payment link button on the Payments tab stays grayed out until you connect a payment provider. See Payment providers and Stripe.

Sync to QuickBooks

If QuickBooks is connected (see QuickBooks integration), a sync badge sits at the top of the invoice: not synced, pending, synced, or error. The Sync to QBO button next to the badge pushes the invoice the first time. After that, the same control becomes Retry sync for any push that errored.

Invoice fields reference

The detail page has three tabs (plus the QBO sync badge above them).

Overview tab

A Document totals card at the top: Subtotal, Discounts, Pretax, Tax, Total.

Action bar: PDF, Public link…, Email to customer, Archive invoice.

• Customer — required.
• Service order — optional.
• Billing address — optional.
• Document number — required.
• Status — Draft, Issued, Paid, Void. An invoice is shown as Overdue in lists when its status is Issued and the due date has passed. Overdue is a filter, not a separate status.
• Currency — inherits from your shop (CAD or USD). Stamped at invoice creation; no longer editable on the document afterward.
• Rep — the shop user responsible for the invoice. Defaults to whoever creates it (or carries over from the source quote). Optional.
• Issue date
• Due date
• Tax rate % (on pretax)
• Internal notes — not customer-visible.
• Customer-facing notes
• Notifications — checkbox. Untick to silence every automated email and SMS tied to this invoice (see Automated notifications).

Lines tab

Line-item list.

Payments tab

Two cards:

• Payment links — a Generate payment link button (disabled until a provider is connected — see Payment providers and Stripe).
• Payments — paid-of-total, a Record payment button, and a list of existing payments showing Received / Amount / Method / Reference / QBO with a trash icon to remove each.

QBO sync states

• not synced — never pushed. Sync to QBO is available.
• pending — push in flight.
• synced — push succeeded.
• error — last push failed. Retry sync is available. Check the sync log on the Integrations page for the reason (see QuickBooks integration).