Work Order Billing, Deposits & Mark as Billed

Work orders never invoice automatically

A work order is a one-time job — a repair, an equipment install, a filter clean. Unlike flat-rate maintenance jobs, work orders never invoice automatically: completing one puts it in front of you for a billing decision. The Work Order Billing page is where one-time job billing happens, including deposits.

Require a deposit before work begins

Work orders can require a deposit — a flat amount or a percentage — before work begins. Default deposit due dates are part of the payment terms on the Invoice Configuration page, alongside invoice due dates.

Bill a completed work order

Completed work orders waiting to be billed appear on the Work Order Billing page, with a count in the sidebar. From there (or from the work order's own page, which has a Create Invoice button), create the invoice and send or charge it like any other — see create and manage invoices.

Invoice All: bill every completed work order at once

When several completed work orders are waiting, the Invoice All (N) button next to the pending total on the Work Order Billing page batches them in one go. It opens a Bulk Create Invoices dialog that previews every eligible work order with its customer and amount, then click Create All Invoices and watch each one succeed (or fail) with a progress bar.

Only work orders with all tasks complete are included in the bulk run.
Work orders with open tasks show an amber "N tasks remaining" warning badge in the list — they're left out of Invoice All, but you can still invoice one individually with its own Create Invoice button if the remaining tasks are intentional.
Each invoice uses the payment method, auto-pay, and fee-passing settings configured on its job, and paid deposits and discounts are applied automatically.
Any failures are listed with the reason when the batch finishes, so you can fix and re-run just those.

Mark as Billed: it was paid some other way

Sometimes a completed work order was already billed outside its own invoice — its charge was queued on the customer's monthly maintenance invoice, or the customer paid in cash on the spot. Mark as Billed clears it from the awaiting-invoicing list and the sidebar count without creating an invoice.

1On the Work Order Billing page, click Mark as Billed on the work order's row — or use the same button next to "Create Invoice" on the work order's own page.
2Confirm. The work order leaves the awaiting-invoicing list and the sidebar count.
3Changed your mind? The work order's page shows a "Marked as Billed" banner with an Undo button.

Work orders that already have an invoice can't be marked as billed — the invoice is the billing record.

Put a repair on the next maintenance invoice instead

Want the repair charge to ride along on the customer's next monthly invoice instead of going out as a separate invoice? Open the customer's maintenance job and use the Queued for Next Invoice card: click "Add charge", enter a description and amount, and it's added as its own line item when the next monthly or weekly invoice generates. This card only exists on monthly- or weekly-billed maintenance jobs, not per-visit jobs — see maintenance billing modes.

If the repair was tracked as a work order, complete it as normal and simply don't create a separate invoice for it — work orders never invoice automatically. Then use Mark as Billed to clear it from the billing list.

Frequently asked questions

Will a completed work order invoice the customer automatically?

No — work orders never invoice automatically. Completed work orders wait on the Work Order Billing page until you create an invoice or mark them as billed.

Can I take a deposit before starting a repair?

Yes — work orders can require a deposit, flat or percentage, before work begins. Deposit due dates are set with your payment terms on the Invoice Configuration page.

Can I invoice all my completed work orders in one click?

Yes — Invoice All on the Work Order Billing page batch-invoices every completed work order whose tasks are all done, using each job's own payment and fee settings. Work orders with tasks remaining are flagged and skipped.