Create and manage invoices

The Invoices page at a glance: stats and receivables aging

Above the invoice table, four clickable stat tiles give a live read on your billing — clicking any of them filters the table below:

• Outstanding — everything currently owed to you, "Across N unpaid invoices". Clicks through to open invoices.
• Overdue — the slice of outstanding that's past due ("N invoices past due"). Clicks through to the overdue filter.
• Drafts — invoices created but not yet sent: money you haven't asked for yet.
• Collected in [month] — what's been paid this month, with the invoice count.

Below the tiles, the Receivables aging bar breaks the outstanding balance into Current, 1–30 days, 31–60 days, and 60+ days buckets — a stacked bar plus a legend with dollar amounts, each linking into the matching table filter. When nothing is owed it reads "No outstanding receivables — everything's been collected."

Create and send an invoice

1. 1Open Invoices and click Create Invoice.
2. 2Pick a mode at the top: From Work Order (invoice a completed work order — line items pre-fill from the job) or Custom Invoice (a freeform invoice for any customer and any charge).
3. 3Add or adjust line items and discounts — both modes support discounts on any invoice.
4. 4Choosing send invoice emails it to the customer with a secure payment link; choosing one of the customer's saved cards charges it immediately.

• Your work in progress is saved automatically. If you leave or reload mid-invoice, the form is restored next time with the banner "We restored your unsaved invoice from where you left off." and a Discard draft button. Drafts are cleared once the invoice is created.
• When invoicing a work order that still has incomplete tasks, a "N Tasks Remaining" warning appears — you can still create the invoice, but it suggests scheduling additional visits to finish the tasks first.
• The "Pass Processing Fees to Customer" toggle (per invoice, credit cards only, auto-disabled in surcharge-restricted states) is covered in accept online payments.

Invoices can also be created and managed from the technician mobile app — see mobile invoices.

Everything you can do on an invoice

Open any invoice from the Invoices page to reach its detail page. Depending on the invoice's status, you can:

• Take payment — "Pay with a new card" or "Record a manual payment" (cash/check, with a description like "Check #1234" and optional proof-of-payment photos).
• Charge / Charge Now — next to any of the customer's saved payment methods.
• Resend Email — re-sends the invoice email (open invoices).
• Void Invoice — cancels a draft or open invoice, with an optional email to the customer (see below).
• Issue Refund — for paid invoices; card and ACH payments only (see below).
• Void — next to any recorded manual payment, to reverse a mis-keyed check or cash payment. See record and void manual payments.
• Edit Invoice, Download PDF, View Pay Page, and Copy Payment Link (copies the invoice's pay-page URL to the clipboard, ready to text or email to the customer).

The page also links out to everything the invoice relates to: the customer's name opens their page, a linked quote appears as a chip that opens the quote, and each line item links to its job. While an ACH payment is in flight, Edit, Void, and Take payment are hidden until it settles.

Edit an invoice

Edit Invoice works on draft and open invoices (paid invoices can't be edited — they need a refund or credit adjustments instead). Edits save in place: "Saving will update this invoice in place. The customer will see the new total next time they open the pay link."

• Line items and discounts are fully editable — add, change, or remove them.
• Recorded payments are locked. They appear as read-only rows so the running total stays honest, but a payment is a fact, not a discount — reversing one is a deliberate Void from the invoice page.
• You can't cut the total below what's already been paid. Saving is blocked with "Total is below the [amount] already paid. Refund or void a payment first."
• Editing down to $0 resolves the invoice. With a recorded payment, the button becomes Close & mark paid — the invoice closes as paid and the customer gets a receipt. With no payment, it becomes Void invoice, with a confirm dialog ("There are no charges left to bill, so saving will cancel this invoice.") and an "Email the customer" checkbox.
• The due date is editable too — changing it updates the PDF and pay page and shifts when overdue reminders send (an invoice is "overdue" the day after its due date). It never charges the customer or changes when autopay runs.
• On a normal edit, a Save changes confirm asks whether to "Email the updated invoice" to the customer — or save quietly.

Refunds

Issue Refund on a paid invoice opens the refund dialog. Enter any amount up to the maximum refundable (it defaults to the full amount), add an optional reason, and choose whether to "Email the customer a refund confirmation" (on by default).

• If the customer paid a card processing surcharge, a checkbox — "Refund the [amount] card processing surcharge to the customer" — decides whether the surcharge comes back too. Refunding it makes the customer whole but your company absorbs the fee; keeping it offsets the processing cost, and the customer is refunded the invoice amount only.
• Stripe never returns its own processing fee on refunds — the dialog shows the exact fee your company absorbs, no matter how much you refund.
• Refunds only work for card and ACH payments. Recorded manual payments (check, cash, Zelle) are reversed by voiding the payment instead — see record and void manual payments.

Voiding an invoice

Void Invoice cancels a draft or open invoice — with an optional reason for your records and an "Email the customer" checkbox that sends a short notice that the invoice was canceled and nothing is owed. Voiding cannot be undone, and the customer's pay link switches to an "Invoice voided" notice.

Payment links are per invoice

1. 1Open the customer's page, find the Invoices card, and click the link icon on the invoice's row ("Copy payment link") — no need to open the invoice.
2. 2Or open the invoice itself and use the Copy Payment Link button next to "View Pay Page".

Emails, Activity, and Edit history

The bottom of every invoice page keeps the full paper trail in three panels:

• Emails — every email tied to the invoice (invoice sent, updated invoice, payment receipt, payment reminder, payment failed notice, cancellation notice, refund notice) with live delivery tracking chips: Sent, Delivered, Opened, Clicked, Bounced, or Marked spam. A banner also counts pay-page visits: "Customer viewed the pay page N times", with the most recent time — so you know whether "I never got it" holds up.
• Activity — the invoice's lifecycle timeline: created, sent, viewed, edited, payment attempted, paid in full, payment failed, reminder sent, voided, refunded — each with who did it (you, the customer, or the system) and when.
• Edit history — one entry per edit showing who edited, when, and the total before → after, with an expandable snapshot of the exact version the edit replaced.

Invoice Settings: company-wide invoice configuration

The Invoice Settings page holds every company-wide invoice setting:

• Customer email settings — send on create, receipts, failed-payment notices, and the reply-to address.
• Reminders & collections — reminder cadence, autopay retries, and write-off (detailed below).
• Pay by Zelle — show a Zelle QR code and link on invoices, service reports, and the customer portal. See accept online payments for the full setup.
• Payment terms — default due dates for invoices and deposits.
• Invoice footer — text shown at the bottom of your invoices.
• Maintenance line item display options — how maintenance charges are presented on invoices.

Reminders & collections

The Reminders & collections section controls how persistently unpaid invoices are chased and failed payments recovered:

• Reminder cadence — pick a preset for how often customers are emailed about unpaid invoices: Off (no reminders), Gentle (day 7 and 14 after the invoice date), Standard (day 3, 7, 14, and 21), or Aggressive (day 1, 3, 7, 14, 21, and 30).
• Auto-retry failed autopay — when an autopay charge fails, retry automatically at +24 hours, +72 hours, and +7 days (max 3 retries).
• Retry on card update — immediately re-charge open invoices when a customer adds a new card, so a replaced card settles the balance without waiting for the next retry.

There is no "uncollectible" or automatic write-off status. Once the reminder cadence is exhausted, an unpaid invoice simply stays open and counts toward the balance the customer owes. If you have decided not to collect an invoice, void it — that cancels it and removes it from the outstanding balance.

Sales tax and invoice numbering

Frequently asked questions

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