Create and send an invoice

Overview#

Each job has one invoice. It's created automatically the first time an option is sold or a line is added, so there's no separate "create invoice" step. Member discounts apply on their own, tax comes from the job's rate (or a tax-exempt certificate), and sending the invoice creates the customer's pay link and texts it to them. The invoice then shows payments as they arrive until the balance reaches zero.

Before you start#

• Adding lines and sending invoices needs invoices.write: Owner, Admin, Accounting, and Technicians on their own jobs. Dispatchers and Customer service can view invoices but not change them.

• Lines come from the pricebook, so the items you need must exist there.

• Texting the pay link needs texting set up and the customer not opted out.

• Commercial customers with PO number required on invoices need a PO on the job before sending.

Steps#

Build the invoice#

1. Open the job and scroll to Invoice. With nothing yet, it says "No invoice yet. Selling an estimate or adding a line creates it."

2. Sell an option (Mark sold), or open Add line.

3. In Add line, search the pricebook, pick the item and quantity, and click Add to invoice.

4. Review the table: Item, Qty, Price, Total. Non-taxable lines say "non-taxable". Membership discounts show in green.

5. Check the totals: Subtotal, Tax (x.xx%), Total, Paid and Balance.

Send it#

1. Click Send invoice (shown once the total is above zero and it hasn't been sent).

2. TradesWork:

   • Moves the invoice from Draft to Sent and records the sent date.

   • Sets the due date from the customer's net terms, or your company's Invoice terms (days).

   • Creates the pay link (shown as Customer link with Copy and Open).

   • Texts the "Invoice and text-to-pay" message once, respecting quiet hours.

   • Sends the invoice to QuickBooks when it's connected.

3. To resend later, use Text pay link in the job's Messages panel, or copy the link.

Invoice statuses#

• Draft: being built; not sent.

• Sent: sent with a balance due. It's overdue once the due date passes (shown as overdue in reminders and A/R, not as a separate status).

• Paid: the balance reached zero. This is automatic. A refund that reopens the balance returns it to Sent.

• Void: canceled. Void invoices can't be changed or paid.

Find invoices#

1. Go to Accounting › Overview.

2. Filter Unpaid, Paid or All. The top shows Open A/R and Collected this month.

Settings that change this#

• Settings › Your Account › Company Profile & Business Hours: Invoice terms (days) ("0 = due on receipt").

• Settings › Communications › Customer Notifications: the invoice text.

• Settings › Accounting › Billing & Collections: overdue reminder texts.

• Settings › Integrations › Payment Processing: card and bank payments on the pay link.

Tips#

• Use Check invoice for missing items (AI) before sending. It compares the technician's notes with the lines and proposes anything missing.

• Send the invoice before the technician leaves so the customer can pay on the spot.

• For a printable copy, open the invoice's print view.

Troubleshooting#

• "Add work to the invoice before sending it." → the total is $0 → add lines.

• "This customer requires a PO number. Add the PO to the job before sending the invoice." → enter the PO on the job's Commercial card.

• "This invoice is closed." → it's paid or void → work can't be added; sell later work on a new job.

• "Pick at least one pricebook item." → choose an item before Add to invoice.

• "Card payments aren't connected, so the customer link shows your phone number." → connect Stripe, or record cash, check and bank payments by hand.

FAQ#

Can I edit or remove an invoice line? Not on the job page. Once the invoice has gone out, someone with costing.manage (Owner, Admin, Accounting) can change a line's quantity, price or cost, or remove it, from the job's Ledger page; see Correct an invoice with the job ledger. Editing lines on a draft invoice from the job page is coming soon.

Can I void an invoice? Voiding from the office isn't available yet.

Can I resend the invoice? Send invoice works once. Resend the link with Text pay link or Copy link.

Do invoices email? Invoices go out by text with the pay link. Copy the link to email it yourself.

Coming from ServiceTitan#

• Same: one invoice per job, built from sold estimates and pricebook items; statuses move to paid as payments arrive.

• Different: no separate "create invoice" or "batch" step; the pay link is texted when you send. Overdue is calculated, not a status.

• Where it lived: ServiceTitan's job Invoice tab and Accounting › Invoices; the Invoice card on the job and Accounting › Overview in TradesWork.