Invoices and leads from the field

1:40

Quotes and Invoices on the Phone (1:40 video). Open on its own page

Create a custom invoice in the field

1. 1Today tab → Create Invoice (in the actions list; requires the Create invoices permission and an internet connection). The built-in Technician role doesn't have Create invoices; an admin can add it to the role on Roles & Permissions. Alternatively, from a job's Invoice History screen tap New (top right) — this pre-fills that job's customer and service location.
2. 2Tap Customer to pick the customer (search, or "Add New Customer"). The service location defaults to the customer's first location and can be changed. The customer must have an email on file — a warning shows if not.
3. 3Add Line Items (at least one is required). Each line has a description, a price, optional details, and a Taxable switch that fills in the company default sales tax rate (change the % for that line). Add from catalog adds a part or chemical at quantity × unit price with that item's tax rate. Then add any Discounts (description plus a flat dollar amount). The totals show Subtotal, Discounts, the tax row, and Total; discounts reduce the tax too.
4. 4Under Payment, choose Send Invoice (email the customer a pay link) or tap one of the customer's saved cards or bank accounts to charge it when the invoice is created.
5. 5Optionally add Notes and a Due Date (blank uses the company's default payment terms).
6. 6Tap Create & Send Invoice (or Create & Charge when a payment method is selected) at the bottom. A confirmation shows the outcome — sent, charged, ACH processing, needs card verification, or declined. The button is disabled while offline.

• If a saved credit card is selected (or on send, for companies on self-owned billing), a "Pass the credit card processing fee to the customer" checkbox appears. It's hidden for non-credit cards and in states where surcharging is restricted.
• A Default badge marks the payment method the customer uses for AutoPay, so you know which card they'd expect to be charged.
• Adding a brand-new card isn't available on mobile — use a saved payment method, or send the invoice and let the customer pay by link.

It's the same custom/ad-hoc invoice as the web dashboard — see create and manage invoices and accepting online payments.

Browse and manage invoices

• To browse every invoice: Today tab → Invoices (needs the view-invoices permission) — all the company's invoices with status filter chips (All / Open / Overdue / Paid / Draft / Void), just like the web All invoices page. Tap one to open its detail.
• The search box ("Search invoices...") finds invoices by customer name, email, phone number, or invoice number.
• A sort chip to the right of the filter chips opens a sort picker: Last sent (default — most recently emailed first; never-sent invoices slot in by creation date), Last paid (most recently paid first, unpaid below all paid), Newest (creation date), and Due date (soonest due first). Same options as the web Invoices page.
• For a single customer's invoices, open a job for that customer (Stops or Routes → a stop → job detail) → the Invoices card ("All invoices for this customer"). The older Invoice History card on the same screen lists only that one job's invoices.
• Creating an invoice drops you straight onto its detail screen.

The invoice detail screen

• The status badge covers the full lifecycle: Draft, Awaiting Payment, Paid, Void, and — when money has gone back — Refunded or Partially Refunded. A refunded invoice shows that badge (and "Refunded $X") in every invoice list too: the Invoices screen, a customer's and a job's invoice lists, and the visit's badge in Completion History. A refund never reopens the invoice.
• A Refunds section lists each refund with its amount, reason, date, and status (Completed / Pending / Failed), and the totals add Refunded and Remaining rows.
• Voided manual payments stay on the item list — struck through, with the void reason — so the audit trail is visible from the phone. See recording and voiding manual payments.
• Some invoices show a View Invoice Online button that opens the hosted invoice page in your browser (it appears on older Stripe-hosted invoices; newer ones use the pay link instead).

When you have the matching permissions, an Actions section appears with:

• Edit Invoice (draft/open, self-owned billing) — change line items, discounts, notes, and due date (each line has a Tax % box with a "+$X.XX tax" preview, saving keeps every line's tax, and each discount shows "Reduces tax by $X" because discounts reduce the tax too; there is no Add from catalog here), then Save Changes and choose "Save & email" or "Save, no email". Two guardrails: the new total can't go below what's already been paid ("Refund a payment first"), and removing all charges prompts "Void invoice?" — "This edit removes all charges, which will void the invoice."
• Charge Saved Card — pick one of the customer's saved cards or bank accounts to charge the amount due now; the result (paid / processing / needs verification / declined) is shown.
• Record Payment — enter an amount and description (e.g. Cash, Check #123) to mark a manual payment.
• Resend Email — re-send the invoice/pay-link email to the customer.
• Void Invoice — cancel a draft/open invoice, choosing "Void & email" or "Void, no email". "Voiding cancels the invoice. This cannot be undone."

Bill a purchased chemical to the customer's next invoice

Bought a case of shock for one customer mid-route? You don't need to build an invoice for it. Open the job's Upcoming Schedule (from Job Details), tap a route day, and the day screen has an Add Purchased Chemical button at the bottom:

1. 1Select Job — pick which of that route's jobs (customers) to bill.
2. 2On the "Bill to {customer}" step, pick the chemical from your chemicals list (price and unit prefill), set the quantity, and adjust the customer price if needed.
3. 3Tap Bill Chemical. As the screen says: "This chemical will appear as a line item on the customer's next invoice."

The charge rides the job's normal billing cycle as a chemicals line item, and it works for any job regardless of its chemical billing mode.

Create and send quotes

Today tab → Create Quote under the Sales heading (needs the create-quotes permission and an internet connection). Pick the Job Type first — it changes the whole form:

Start from a service at the top of the form lists every service your office set up on the web Services page, the same list as Create Quote on the web: Ongoing services show "Ongoing" and the rate (for example "Ongoing · $180.00/month"), One visit and Several visits services show "One visit" or the visit plan and the price. Tap a One visit or Several visits service and the quote becomes that service: Work Order type, its line items, discounts, tasks, and deposit fill in (the deposit shows under the button as "Deposit required"). Tap an Ongoing service and it becomes a Maintenance quote with the service's rate, billing mode, chemical billing, included chemicals, and tasks filled in, and its notes in Internal Notes when that box is empty; the quote stays linked to that service, so the job created when the customer accepts is too. The quote name follows the service unless you typed your own, the customer message only fills in when still empty, and everything stays editable. Once loaded, the banner reads "Service loaded, tap to change". With no services saved at all, the banner says "None set up yet. The office adds them on the Services page." under it; when only Ongoing services exist, the list ends with "No one-visit or several-visit services yet. Add one on the Services page in the dashboard." Project quotes can only be started on the web.

• Work Order — a one-time job quote: line items plus Discounts that can be a flat dollar amount or a percentage (tap the $/% toggle). Add from catalog adds parts and chemicals at quantity × unit price, and each line has a Taxable switch that fills in the company default rate; the totals show Subtotal, Discounts, the tax row, and Total. See catalog parts and taxable line items.
• Maintenance — a recurring-service quote: Billing Mode (Per Visit / Monthly / External), the rate, and Chemical Billing (billed separately, all included, or specific chemicals included) — the same options as creating a maintenance job.

• Tasks can come from task templates, an Apply Group pick, or a new template built inline — with a "Show tasks to customer in email and portal" checkbox controlling whether the customer sees the task list on the quote.
• Add up to 5 photos, a Customer Message (goes in the quote email) and Internal Notes (team-only; saved as the first note in the quote's notes log, with your name and the time).
• Quick picks: parts your office marks as Quick picks on the web are listed first, under "Quick picks", in Add from catalog. The same list leads in Parts Used on a visit and on invoices. Searching shows every match as usual.
• From an alert: open a technician alert and tap Create Quote to quote the extra work it describes. The quote is prefilled for that customer and location and linked to the alert. See quotes.
• Valid For sets the expiration: 7, 14, 30, 60, or 90 days from when the quote is sent. It starts at your company default (30 days unless an admin changes it in Invoice Settings on the web).
• Two ways out: Save as Draft (anyone with quote-create permission — the office reviews and sends from the web) or Save & Send, which emails the quote on the spot. Save & Send shows for anyone whose role has the Send quotes permission (owners and admins by default; turn it on for a technician role you trust).

See every quote: Today tab → Quotes under the Sales heading (needs the View quotes permission and an internet connection; Owner, Administrator, Office Manager and Viewer have it by default, the built-in Technician role does not). The list opens on Open, drafts and sent quotes the customer can still accept, the same as the Open tab on the web Quotes page. Chips switch to Expiring (sent quotes expiring within 3 days), To book (accepted with no job yet), Accepted, Declined, Expired or All, and the search box finds a quote by number, name or customer. Each row shows the customer, the quote name, its status, number, date and total; tap one to open it. Archived quotes aren't listed in the app.

Open a quote (needs View quotes): tap it in Quotes, or on a customer's page tap a quote under Quotes or an awaiting quote at the top, or tap a quote tagged in a team chat. It shows the status, line items, discounts, tax and total, the deposit, photos, the customer message and the internal notes (each with who wrote it and when; notes are added on the web), and the job the quote became once accepted. A draft has Send to customer (needs Send quotes). A sent quote has Mark accepted and Mark declined (needs Edit quotes; Owner, Administrator and Office Manager by default) and Resend quote. Marking accepted creates the work order or maintenance job ready to schedule, or sends the deposit invoice first when the quote has one. Changing a quote's line items or prices is done on the web.

Deposits, acceptance tracking, and the customer's side of quotes are covered in quotes.

Work leads from the field

1. 1Today tab → actions list → under the Sales heading, Leads (needs the "View website leads" permission and an internet connection). The built-in Technician role doesn't have View website leads or Manage website leads; an admin can add them to the role on Roles & Permissions.
2. 2It opens the same lead list as the web dashboard, newest first, with the same status filter chips (All / New / Contacted / Walkthrough / Converted / Archived). Each row shows the lead's name, their service/address line, a status pill, and the channel it arrived on (PHONE CALL / TEXT / WEBSITE / MANUAL).
3. 3Tap a row for the lead's page: tap-to-call and tap-to-email on the phone number and email, the address, the service needed, and notes. The pencil icon in the header edits the lead's details in place.

The same quick actions as the web work here with the "Manage website leads" permission: Convert to Customer, Schedule Walkthrough, Mark Contacted, Mark Converted (no customer) (only changes the status), and Archive/Restore. A lead marked Converted with no customer shows a Create Customer button that opens the Add Customer form prefilled and links the new customer to the lead (needs the Create customers permission). Below that is the same connected activity as the web: AI scheduling proposals (Approve/Decline inline with the "Approve scheduling" permission), calls (tap for the transcript in the Comms tab), and texts (tap to open the conversation in the Comms tab). See leads for the full picture.

• The card is titled CONVERT TO CUSTOMER and has three tabs: Maintenance (a recurring maintenance job on a route, the Route Fit part), Work Order (any one-time service: an opening, a green-pool cleanup, a repair, or no service) and Quote. It opens on whichever the lead asked for: a request that names one of your one-time services opens Work Order with that service picked, anything else opens Maintenance.
• Maintenance is Route Fit in three picks: Service chips (the one matching what the lead asked for is preselected; otherwise pick one, and the button waits with Pick a Service), a Rate box prefilled with the suggested rate for that service and route (type over it; See the math shows how it was worked out; frequency chips underneath), and Route: the three best routes ("Tuesday · Corey Adams", extra miles on the right), the top one marked Best fit and selected, with Add to a route later to skip the stop. Schedule Walkthrough sits in the quick actions below the card.
• One button, such as Add to Tuesday · $58/visit, creates the customer, service location, job, and route stop from the lead's details: "Added to Tuesday · Corey Adams, first visit Sep 1", with View customer and Done. Adjust in full form opens the full Convert & Schedule screen (Customer, Service location, Job, Route, with your picks carried over). If the lead is missing a first name, a phone or email, or a pinned address, the button reads Add Missing Details and opens that screen.
• Work Order: tap one of your one-time services (or No service), then Create Work Order. Quote: Create Quote. Either one adds the lead as a customer (with their pools), then opens Create Work Order with the service loaded, or Create Quote with the request as its name, for them, with the address filled in. Price, date and technician are set there. If the lead is missing a name, a phone or email, or a confirmed address, the button reads Add Missing Details and opens the Add Customer form instead.
• After that the lead page shows Create for [name]: Maintenance, Work Order, Quote, View Customer. Come back here after backing out, or to add a second thing (a cleanup now, weekly service after).
• Creating the customer from a lead also marks the lead Converted and adds the lead's pools, with their equipment and photos, to the new service location. (On older technician permission sets without lead access, the lead page shows a plain Convert to Customer button instead of the Convert to Customer card.)
• Schedule Walkthrough on mobile is a simple picker (not the web's month calendar): choose a technician and a date, and a card shows which route it will land on. If that tech has no route that day, the walkthrough goes to the open pool instead of blocking, and the lead moves to "Walkthrough Scheduled".

Add a new prospect at the curb

Someone stops you in a driveway and asks what you charge. Today tab → actions list → under Sales, New Lead — "New business? Start here — see route fit and pricing" — opens the Add Lead form in one tap (the "+" button on the leads list opens the same form). It needs the "View website leads" and "Manage website leads" permissions and an internet connection.

1. 1Fill in whatever you have — nothing is required on its own. A First Name, phone, email, or address is enough to save the lead ("Nothing is required on its own — a name, phone, email, or address is enough to save the lead. Fill in the rest when you have it."). Converting the lead into a customer later still asks for a first name and a phone or email.
2. 2Tap the Address button ("Search for an address"), which opens the full-screen address search: type three or more characters and pick the matching suggestion, tap a Recent address, or tap Use my current location.
3. 3Optionally set a Source (a searchable picker seeded with Google Search, Website, Referral, Phone Call, Walk-in, Social Media, Nextdoor, Yard Sign, Door Hanger — or type a new one), Service Needed, and Notes.
4. 4Under Bodies of water, fill in the pool (Type, Gallons, and more behind Add details). To photograph the equipment while you're standing at the pad, tap Add equipment under the pool: the same Add Equipment form a customer's pool uses, with Photos (up to 5; take or pick them, include the data plate), Type, Brand, Model, Serial Number, install and warranty dates, Display Name and Notes. Tap Add Equipment to keep it on the pool; the photos upload when you create the lead.
5. 5Tap Create Lead. You land on the new lead's page (its equipment and photos show under the pool in Bodies of water, where Add equipment and the pencil on each item add or edit more), and if the address was pinned the Route Fit card is already showing route options and a suggested rate.

A lead from an existing customer (one the phone assistant filed when they asked for a quote) is handled differently in the app, the same way as on the web. The lead page shows an Existing customer chip next to the status and an Existing customer card with the customer's name (tap it to open their customer page, if your role can browse customers). There is no Route Fit card, no Convert to Customer, and no Create Customer, because the customer already has a route stop and converting never makes a second customer. Instead the quick actions are Create Quote (needs the Create quotes permission; opens Create Quote prefilled with that customer, their first service location, the requested service as the quote name and the lead's message as internal notes; saving the quote, as a draft or sent, marks the lead Converted), Mark Contacted, Schedule Walkthrough, Mark Converted (converts the lead to that customer) and Archive. Create Quote is hidden while the customer is blocked or archived. The leads list shows the same Existing customer chip on these rows, next to the status. The lead keeps Bodies of water, so at the walkthrough you can record the pool's equipment and photos on it; when the lead is converted, they're added to that customer's pools: merged into a pool of the same type, duplicates skipped, nothing overwritten. Once a lead is Converted or Archived, its page no longer shows Bodies of water (same as the web); after a conversion the pools are on the customer's service location, so edit them there. See Lead pool details.

The address search screen

Every address field in the mobile app — Add Lead, Add New Customer, service locations, work orders, Convert & Schedule — is a button rather than a text box. Empty, it reads Search for an address; filled, it shows the street on top, "City, ST ZIP" underneath, and an ✕ to clear it. Tapping it opens a full-screen search screen. There's no separate current-location button on the forms themselves: Use my current location lives only inside this search screen.

• Before you type — Use my current location ("You'll confirm the pin on a map"), a Recent section holding the last five addresses you picked, and Enter address manually ("New builds, gate codes, rural routes") as the last row.
• As you type — suggestions appear from the third character, with the matched text in bold. Tapping an exact street address commits it and returns you to the form.
• No matches — Enter address manually moves to the top of the list.

Use my current location

Tapping Use my current location reads Finding you… while it gets a fix, then opens the Confirm the address screen: a map with a fixed pin in the centre, the hint "Move the map to adjust the pin", the address it read underneath, an Apt / Suite (Optional) box, and a Use this address button. GPS can land on the curb or next door, so slide the map until the pin is on the right house — the address re-reads itself as you move. Nothing is committed until you tap Use this address. The same screen appears when a suggestion is only a street or a town rather than a specific house.

• If no street address comes back, the card says "Dropped pin" with the coordinates and keeps the map pin — that is what route fit measures from; the written address is only for humans.
• "Location permission needed" — allow location access to drop a pin where you are, or type the address instead. Once it's been denied for good the row reads "Location is off — open Settings to turn it on" and tapping it opens Settings.
• "Location unavailable" — no fix yet. Try again in a moment, or type the address.

Enter address manually

For a new build or anywhere the map doesn't know yet, Enter address manually opens the Enter address form — Street address, Apt / Suite (Optional), City, State, ZIP — then Use this address. Anything already in the search box carries over as the street line. If the app still can't place it on the map, it saves as written and the field shows an amber "Not pinned on the map — tap to confirm" note; the lead's page then reads "Fix address to see route fit" until you pin it.

Frequently asked questions

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