Invoicing Bill the Job and Get Paid Before You Leave
Free in the app: create it, send it as a PDF, show PayPal and Venmo codes, record payment. The invoice’s own web page, card and bank payments, cloud sync and the web dashboard are Pro.
An invoice here is built from the work the job already recorded: the hours, the parts, the PM visit, the receipt from the supply house. You send the customer a link to the invoice’s own page, or put a QR code on your screen for them to scan, and they can pay it by card, bank, PayPal or Venmo. A card or bank payment marks the invoice paid by itself.
Start one from the job, or from nothing
On the phone, open Rent, Invoices & Receipts from the home screen, or INVOICES in the Workflow bar, and tap CREATE INVOICE. Finish a work order or a PM and the alert offers CREATE INVOICE, which starts a draft with that job already on it. On the web dashboard the button is CREATE INVOICE too.
A draft has five kinds of line: LABOR, PART, TRIP, OTHER and CREDIT. Each invoice carries its own LABOR RATE FOR THIS INVOICE ($/HR) and SALES TAX RATE (%), filled in from your defaults in Settings and changeable on this invoice alone.
Change the labor rate and only the labor lines still at the old rate move. A line you priced by hand keeps your price.
+ ADD WORK OR RECEIPT: everything billable at that location, in one list
+ ADD WORK OR RECEIPT opens ADD WORK OR RECEIPTS FROM THIS LOCATION. It lists what can go on this invoice in four sections: PM & MAINTENANCE PLAN CHARGES, PM & MAINTENANCE PLAN VISITS, PMS AND WORK ORDERS, and SAVED RECEIPTS (PARTS). Tick what you want and it becomes lines, with the hours, rate and parts the job recorded.
Something already billed says so. A service log, a plan visit or a receipt line that is on another invoice reads Already billed on, with that invoice’s number, so the same hours and the same parts do not go out twice. Voiding that invoice frees them again.
Receipt lines bill at what you paid, plus your parts markup if you set one. PARTS MARKUP (%) in Settings is the default. On an invoice that has receipt lines, PARTS MARKUP ON RECEIPT LINES (%) and APPLY TO RECEIPT LINES change it for this customer only.
Send it as a link, or as a PDF
CREATE INVOICE turns the draft into the real thing: the number is assigned and the totals are locked. Then SEND TO CUSTOMER opens your phone’s share sheet with a link to the invoice’s own web page and a subject and message already written, naming the invoice, the amount and the due date. Pick email or text and send.
The page shows the whole invoice, your logo and details, and every way to pay you have switched on. The customer can print it or save it as a PDF from there, with no account and nothing to install.
SEND AS PDF sends the file instead, for a customer who wants one. The PDF carries your PayPal and Venmo links while something is owed.
The link needs the invoice in the cloud, and cloud sync is Pro. On a free account SEND TO CUSTOMER sends the PDF instead, so it still reaches the customer.
SHOW TO CUSTOMER: get paid while you are still standing there
SHOW TO CUSTOMER puts a QR code on your screen. The customer points their phone at it and it opens on their phone. You pick which code: SHOW INVOICE opens the invoice’s page, where they can pay by card or bank if you take online payments; PAY WITH PAYPAL and PAY WITH VENMO open PayPal or Venmo with the amount already filled in. OPEN ON THIS PHONE opens the page on your own phone instead, to hand it over.
The PayPal and Venmo codes work on every plan. SHOW INVOICE needs the invoice in the cloud, so it is Pro.
Every way to pay, switched on or off for each invoice
Card and bank payments go through Stripe, into your own Stripe account. When the customer pays, the invoice marks itself paid and your phone gets a notification saying so. That part is Pro, and Equipment Tracker adds a fee of 0.5% of each payment, never more than $10, on top of Stripe’s own fee. The online payments page has the details.
PayPal and Venmo are links to your own PayPal.me or Venmo account with the amount filled in. They cost nothing extra. The app cannot see those payments, so when one arrives you record it yourself.
WAYS TO PAY ON THIS INVOICE has a switch for each one: Pay online (Stripe), PayPal links and Venmo links. Turn off card payments for a customer who always pays by check, and that invoice stops offering them.
Recording payments, and SEND RECEIPT
+ RECORD PAYMENT takes the amount, the date the money arrived and the method: CASH, CHECK, CARD, ACH, VIA PAYPAL, VIA VENMO or OTHER. Check, card and ACH ask for a reference, such as a check number. Part payments are normal: record what came in, and the invoice shows what is still owed.
A card or bank payment made on the invoice’s page is recorded for you. You do not type it in.
Once the balance reaches zero the send button reads SEND RECEIPT. It sends the same page, now marked paid in full, as the customer’s receipt.
The invoice list
The INVOICES screen opens on TOTAL OUTSTANDING, with what is overdue under it. GROUP sorts the list by STATUS, LOCATION or CUSTOMER, and SORT orders it by NEWEST, OLDEST, DUE DATE or AMOUNT OWED.
Grouped by status, it runs in the order you chase money: OVERDUE, PART PAID, SENT, ISSUED, DRAFT, then PAID and VOID.
A voided invoice keeps its number, and a number is never handed out twice, even after a voided invoice is deleted.
Who bills, what is free, and what it does not do
Billing is done by the account owner and by managers. A technician records the hours and parts on the work order or the PM, which is what the invoice is built from.
Free in the app: creating invoices, SEND AS PDF, the PayPal and Venmo codes, and recording payments. Pro: the invoice’s own web page and SHOW INVOICE, card and bank payments, cloud backup of your invoices, and the web dashboard.
Not built: there is no QuickBooks or Xero connection or export, no year-end tax summary, and no automatic billing. A PM schedule repeats; the invoice for each visit is still raised by a person.
Frequently asked questions
Is invoicing free?
Creating invoices, sending them as a PDF, showing PayPal and Venmo codes and recording payments are free in the app. The invoice’s own web page, card and bank payments, cloud sync and the web dashboard are Pro.
Can my customer pay by card?
Yes, on Pro, once you set up online payments. The customer pays on the invoice’s page, through Stripe, into your own Stripe account. The invoice marks itself paid and you get a notification.
Can I get paid by PayPal or Venmo?
Yes, on every plan. Add your PayPal.me and Venmo usernames in Settings, Company Profile. The invoice then carries links with the amount filled in, and SHOW TO CUSTOMER can put either one on screen as a QR code. Those payments are not detected automatically, so you record them with RECORD PAYMENT.
How do I send an invoice?
Tap SEND TO CUSTOMER. Your phone’s share sheet opens with a link to the invoice and a message already written, and you send it by email or text. SEND AS PDF sends the file instead.
Can I bill the parts I bought at the supply house?
Yes. Scan the receipt, mark its lines Bill a customer and file it to the location. + ADD WORK OR RECEIPT on an invoice for that location then lists those lines, billed at cost plus your parts markup.
Does it sync with QuickBooks or Xero?
No. There is no accounting connection or export of any kind.
Can a technician raise an invoice?
No. Billing is done by the account owner and by managers. A technician records the hours, parts and materials on the work order or the PM, and that is what the invoice is built from.
Read next
Free to download. Nothing to set up.
Core tracking is free forever and works with no signal. Pro adds cloud sync, the web dashboard, AI scanning and the hosted QR codes.