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Invoices

Finances5 min read

Invoices bill the customer on the job. Create from an approved quote (progress or milestone) or start a Free-text Invoice. PDFs use workspace company details.

When to use this​

Use this when work is ready to bill, including a deposit or a stage on a payment schedule.

Do not use it for supplier invoices. That is Bills & expenses.

Before you start​

  • For progress or milestone billing, the quote should be Approved and, for progress, have a generated schedule.
  • Logo and sales tax are set so the PDF looks finished.

New invoice

Job finances → Invoices → New invoice, or Create invoice from an approved quote / Quote setup. The dialog title is Create Application for Payment.

Choose how to bill

  • Progress Valuation: claim from task completion on the Gantt, minus amounts already billed. Pick the contract / quote.
  • Milestone / Stage Payment: bill a named stage (Deposit, First Fix). Needs a payment schedule on the quote.
  • Free-text Invoice: blank lines you type.

You can also bill from an approved change order where the workflow created a variation quote.

Issue

Review lines, Apply retention, and tax. The invoice field is still labelled retention. Statuses: Draft, Issued, Partially Paid, Paid, Void. Send or export. Record payment on the invoice. Optional Stripe Connect (Pay with card on the public invoice); issued invoices can sync to Xero.

What done looks like​

  • The invoice is on the job list with a number, total, and balance.
  • Quote setup stays available on Finance actions until payment stages are billed.
  • Job Costs forecast margin is contract sum minus forecast cost. Billed margin is invoiced minus actual spend.

Common mistakes​

  • Creating a free-text invoice when you meant a stage on the quote, then wondering why the schedule does not match.
  • Invoicing remaining work while change orders are still draft. Agree them first. See Final Account.
  • Expecting invoices in the workspace Approvals queue. Customer invoices are issued from the job.