Invoices

Overview

How to access

What you can do today

• Search, filter, and sort invoices; KPI tiles for outstanding and overdue totals.
• Create invoices manually or from jobs/estimates.
• Send invoices by email; Send to customer checkbox on create/save (default from Send to Customer (Default)).
• Bulk send overdue reminders.
• Record cash, check, other, Stripe, or credit memo payments on detail.
• Generate payment links (Stripe) from detail or /invoices/:id/payment.
• Void invoices — optionally create a credit memo for paid amounts.
• Export list data; run bulk collect with configured default payment method.
• Send AR statements for a customer balance snapshot.
• Switch to Credit Memos tab for credit list (see Credit Memos).
• Manage recurring invoice templates on the Recurring tab; pause, resume, and review next send dates (see Recurring Invoices).
• AI insights on list and detail when OpenAI is configured.
• AI Assistant on New Invoice — @mentions, line-item suggestions, and due-date auto-fill (see AI Draft Assistants).

Prerequisites

• invoices:view and appropriate create/update permissions.
• Customer with bill-to contact for sending.
• Stripe or Helcim (per business settings) for card payment links and checkout.
• Email integration for send actions.

Step-by-step

Create and send an invoice

1. Go to Invoices → New Invoice (/invoices/new).
2. Select customer; enter a description with optional @mentions.
3. On Items & Services, review the AI Assistant panel for line items and due date.
4. On Review & Submit, leave Send to customer checked to deliver on save, or uncheck to save as draft without notifying.
5. Adjust tax, terms, and save → open /invoices/:id.
6. If you saved without sending, click Send — choose recipients and confirm.

Record a manual payment

1. Open /invoices/:id.
2. Click Record Payment.
3. Choose method (cash, check, other), amount, and reference.
4. Save — balance updates immediately.

Collect by payment link

1. Open /invoices/:id or /invoices/:id/payment.
2. Choose Generate Payment Link (Stripe must be configured).
3. Copy or send the link to the customer.

Void with credit memo

1. On paid or partially paid invoices, choose Void.
2. When prompted, confirm creating a credit memo for amounts already paid.
3. Review credits under Invoices → Credit Memos tab.

Recurring invoice templates

1. Settings → General → Recurring Invoice Settings — enable recurring, set default send days, and choose Send automatically or Create drafts for manual review.
2. Invoices → New Invoice — on the Review & Submit step, turn on Recurring Invoice and pick a schedule.
3. Optional: Customers → Edit → Advanced — override send day per customer.
4. Invoices → Recurring — monitor templates; pause or resume as needed.

Current limitations

• Staff direct card entry on /invoices/:id/payment shows Payment Form Coming Soon — use payment link mode or record payment on invoice detail today.
• Bulk collect respects role and invoice lock rules — some invoices may be skipped.
• QuickBooks sync is optional and configured separately.

Related features

• Credit Memos — issue and apply credits
• Recurring Invoices — scheduled template billing
• Payment Links — manage Stripe links
• Estimate Deposits — deposit-type invoices
• Customer Detail & Workspace — customer invoice tab
• Send to Customer (Default) — default notify checkbox on web