Invoices & Payments

The Invoices module handles the full billing cycle from estimate approval through final payment collection. Invoices are always linked to a Project, which means every payment is traceable back to the specific job, the crew that performed the work, and the original estimate. There's no disconnected billing — if a customer calls about an invoice, you can see the full job history in two clicks.

The system supports three invoice types that match how contracting businesses actually collect money: a deposit invoice sent before work begins, progress invoices for large multi-phase jobs billed in stages, and a final invoice when the job is complete. All three types can be active on the same project simultaneously, and the system tracks what's been invoiced vs. what's been collected vs. what's outstanding across all three.

Customers pay online via a payment link embedded in the invoice email or text. They don't need an account — they click the link, enter a card, and pay. The payment is recorded automatically in the CRM, the project status updates, and the customer receives a receipt. No manual reconciliation.

Invoice Types

Type	When to Use	Notes
Deposit Invoice	Before work begins; collects upfront payment	Typically 25–50% of total; required to move project to "Approved" status if configured
Progress Invoice	Mid-job billing for large or multi-phase projects	Can be tied to a specific phase completion percentage
Final Invoice	End-of-job billing for remaining balance	Auto-calculates remaining balance based on prior invoices collected

Invoice Line Items

Each invoice is built from line items:

• Description (labor, material, service item, or custom)
• Quantity and unit
• Unit price
• Taxable / non-taxable flag
• Optional discount (percentage or flat dollar)
• Optional subtotals by section

Line item libraries let you save commonly used items (e.g., "Standard HVAC Tune-Up – Labor," "Freon R-410A per lb") so they can be added with a single click rather than typed each time.

Online Payment

Customers receive a payment link via email, SMS, or both. The payment page is branded with your business logo and shows the invoice details before checkout. Accepted payment methods:

• Credit and debit cards (Visa, Mastercard, Amex, Discover)
• ACH bank transfer (optional; lower processing fees for large invoices)

Payment confirmation is immediate. The CRM records the payment amount, timestamp, and method, updates the project's financial summary, and sends a receipt to the customer automatically.

Automatic Reminders

Invoice reminders are sent automatically on a configurable schedule. The default sequence:

1. Invoice sent (immediate)
2. Reminder at 7 days if unpaid
3. Reminder at 14 days if unpaid
4. Final notice at 30 days with late fee language (optional)

Each reminder is an SMS, email, or both — configurable per customer communication preference. Reminders stop automatically when the invoice is paid.

CRUD Operations

Operation	Available	Notes
View	Yes	Invoice list filterable by status (Draft, Sent, Partial, Paid, Overdue); individual invoice view shows payment history and customer activity
Create	Yes	From a Project record, from the Invoices module, or from the dashboard quick-add; deposit invoices can be auto-created on estimate approval
Update	Yes	Draft invoices are fully editable; sent invoices can be amended (creates a new version); paid invoices are locked and require admin override to edit
Delete	Yes	Draft invoices can be deleted; sent or paid invoices are voided (not deleted) to preserve the financial audit trail

Payment Reconciliation

The financial summary on each project record shows:

• Total estimate value
• Total invoiced
• Total collected
• Outstanding balance

These numbers update in real time as payments come in. For businesses that also track job costs, the Job Costing module overlays estimated vs. actual margin on the same summary.

note

Invoice payments do not sync automatically to QuickBooks or other accounting software in the base plan. A QuickBooks integration is available as an add-on that exports invoices and payments on a nightly schedule or on-demand.