Creating and sending invoices on the phone app

In this article, you'll learn how to create an invoice from a job on the phone app, send it to your customer by email or text, and find it again later. It's handy when you finish a job on site and want the bill in the customer's hands before you leave the driveway.

To open a job's money section:

1. Open the menu and tap Jobs, then tap the job you want to bill.
2. Tap the Finance tab.

Creating an invoice from a job

On the phone app, every invoice starts from a job. There's no way to make a standalone invoice that isn't tied to a job in the app. The invoice bills the job's items, so get those right first.

Add the items you're billing for

1. On the Finance tab, tap Items to open the section.
2. Tap Add item (or the + on the Items row) and pick what you did from your price book.
3. Check the totals under the list. Tap Tax rate to choose a tax, or Discount to set one as a percentage or a dollar amount.

Create the invoice

1. At the top of the Finance tab, under the job's Total and Balance, tap Create invoice.
2. The invoice page opens. Its header reads Creating invoice… for a moment, then changes to the invoice number.

The invoice page shows the customer's name and address, the Total, what's Due, the Invoice date and the Due on date. Below that, Items lists what's being billed with the sub-total, tax, discount and total.

Once a job has an invoice, the button on the Finance tab reads View invoice instead, and tapping it opens that same invoice rather than making a new one. Under the button you'll see Not sent yet until it goes out, then a line for each time it was sent, like "texted" or "emailed" with the date and time.

Sending an invoice

1. On the invoice page, tap Send invoice.
2. Choose Via email or Via SMS at the top. The app opens on email when the customer has an email address on file.
3. Check who it's going to. For email, the To field takes one address, and you can add up to 5 more in Cc. For text, the Send to (phone number) field takes one number, and Also text takes up to 5 more, separated by commas.
4. Read over the message. It's filled in from your company's template, and for email there's a Subject too. Anything you type here changes this send only.
5. Under Let client pay with:, leave Credit card on if you want the customer to be able to pay by card from the link, or switch it off.
6. Tap Preview if you want to see what the customer will see, then tap Send.

A "View Document" link to the customer's portal is added after your message automatically, so you don't need to paste one in.

After the first send, the button on the invoice page reads Send invoice again, and the form's heading says the same.

Other things you can do from the invoice page

Tap the three dots at the top right of the invoice page for:

• Preview — opens the customer's page for the invoice.
• Rename invoice — give it a name that makes it easier to find.
• View as client — opens the customer's portal, where the invoice sits with its pay button.
• Delete invoice — removes it after you confirm.

If there's a balance owed, you'll also see Collect payment under the send button.

Finding your invoices later

1. Open the menu and tap Invoices.
2. At the top you'll see what's due, what's overdue, how many invoices haven't been sent, and how many estimates are outstanding.
3. Use All, Invoices or Estimates to filter the list. The list holds both, so tap Invoices to see just your invoices.
4. Search by number, client, job or status.
5. Tap a row to open that invoice. Tap the client's name to go to the client, or the JOB- number to go to the job.

Invoices that still have a balance past their due date are flagged in red right on the list, and again on the invoice page itself.

Related articles

• How to create and send invoices
• Collecting payments on the phone app
• Using your price book on the phone app
• Creating and sending estimates on the phone app
• Managing jobs on the phone app