In this article, you'll find short answers to the questions people ask most about invoices. Each one explains what the CRM is doing and what to do about it.
To open your invoices:
- In the menu, click Invoices.
- Click an invoice number to open that invoice's own page.
Why can't I edit the items on an invoice without changing the job?
An invoice made from a job doesn't keep its own copy of the items. The Items section on the invoice page is the job's items, shown live. Add, edit or remove a line there and you're editing the job, and the invoice total moves with it.
That's on purpose. A job keeps one open invoice that always bills what the job is worth, instead of a new invoice number every time a price changes.
A few things to know:
- Only an open invoice follows the job. Once an invoice is paid, refunded or voided, later item edits on the job leave it alone.
- An invoice with no job behind it, like a recurring billing cycle, shows its items read-only on the invoice page.
Why is the due date different from what I expected?
The due date counts from the day the invoice is first sent, not from the job date or the day you created it. The CRM takes the day of the first send and adds the client's payment terms.
Before an invoice goes out, the Due on date on its page is only a placeholder. The first send sets the real one, whether that's a text, an email, or Mark sent from the Invoices list. Clicking Send invoice again later never moves it.
The terms come from the client's record, under Billing terms: Due on service date, Net 30, Net 60, or Other with your own number of days. The first option means the invoice is due the day it's sent. See Setting a client's billing terms.
Can I change the client on an invoice?
No. An invoice bills the customer on its job, and there's no way to move it to someone else afterwards. Fixing a typo in the customer's name on their record is fine, and the invoice page picks that up. Swapping in a different person isn't possible.
If an invoice went to the wrong customer, delete it while it's unpaid, then create a new one from the right job. See Creating estimates and invoices from jobs.
Why is the invoice addressed to a company instead of the person?
If the client has a company on their record, every estimate, invoice and receipt is addressed to the company, not the person. The person's name stays on the record and still fills the greeting in the text or email that carries the invoice.
To bill the person instead, open the client's record, click the ⋮ next to their name, clear the Company field and save.
Why can't I delete an invoice?
An invoice with a payment on it can't be deleted. You'll see the message "This invoice has payments on it. Refund or remove them first." Refund the card payment or remove the hand-recorded one, then delete.
A deleted invoice keeps its number on record. The next invoice gets a new number, so there's never a gap filled in later. See Deleting an invoice.
How do I send a reminder?
There are two ways, and you can use both.
To send a reminder by hand (web only):
- In the menu, click Invoices.
- Tick the box next to each invoice you want to remind.
- Click Send reminder.
The reminder goes by text, email or both, depending on what the client has on file, and uses the reminder wording from Settings › Templates. It doesn't change the due date.
To let the CRM remind them for you:
- In the menu, click Automations.
- Find the rules named Invoice reminder | 1 day, 3 days and 5 days. Every company starts with them.
Those three text and email the client 1, 3 and 5 days after the due date passes with a balance owing. A day-6 rule emails your team that nothing has come in. See Sending automatic reminders for overdue invoices.