Invoice and take payment in the field app

Overview#

Each job has one invoice. In the field app you start it, add work from the pricebook (sold estimates add their items automatically), have the customer sign off on the work, and collect payment. Cash and check work anywhere, even with no signal. Card payments work when your company has connected a card processor; TradesWork never pretends a card was charged when it wasn't. You can also text the customer a link to view and pay the invoice themselves.

Before you start#

• Starting the invoice and adding items: technicians, dispatchers, owners and admins (anyone who can sell on the job).

• Recording payments: technicians, owners and admins (permission payments.record). Dispatchers can build the invoice but don't see payment buttons.

• Card payments need a card processor connected in Settings › Integrations › Payment Processing (owners and admins). Without one, the app says so and offers cash or check.

• Refunds are done in the office by people with payments.refund (owners, admins, accounting). You can't refund from the field app.

Steps#

Start the invoice#

1. Open the appointment and scroll to Invoice.

2. If it says No invoice yet, tap Start invoice. This works offline.

3. Selling an estimate adds its items to the invoice automatically. Membership discounts appear as their own green lines.

Add work#

1. Tap Add item, then pick from the pricebook. Each tap adds one of that item.

2. If the job's equipment is under warranty, a banner reminds you before you add parts.

3. Materials you used from your truck can be added from the truck usage area on the invoice. See My truck stock.

Adding items needs signal and an invoice that has reached the office. Offline, the app says "No signal: adding items, sending the link and card payments wait for a connection. Cash and check work now."

Read the totals#

The invoice card shows each line (quantity × price, and no tax for untaxed lines), then Subtotal, Tax ({rate}%), Total, and once money is in, Paid and Balance due. Payments are listed underneath with their method, amount and check number.

Get the customer's sign-off on the work#

1. Under the invoice, tap Customer sign-off on the work.

2. The Work completed card shows the statement "The work was completed to my satisfaction."

3. The customer enters Customer's full name and signs.

4. Tap Save sign-off. The card changes to "{name} confirmed the work was completed to their satisfaction."

This works offline.

Text the customer a pay link#

1. With items on the invoice, tap Send link (or Send link again).

2. TradesWork texts the customer a link to view and pay. You'll see Texted the pay link to the customer.

3. If texting isn't available, your phone's share sheet opens instead so you can send the link yourself ("Link copied. Paste it into a text or email to the customer.").

Record cash or check#

1. Tap Cash or check.

2. On Record a payment, choose Cash or Check.

3. Check the Amount. It starts at the balance due and can't be more than the balance.

4. For a check, enter the Check number.

5. Tap Record $X cash or Record $X check.

This works offline. The payment shows Waiting to sync until it reaches the office.

Take a card payment#

When a card processor is connected and you have signal, you'll see these options:

• Card: opens a secure card payment page in the browser. The customer enters their card there. When you close the page, the invoice refreshes and shows the payment once the processor confirms it.

• Charge card on file •••• 4242: for a saved card. Enter the amount and tap Charge $X, then confirm Yes, charge $X. The app reminds you: "Only do this with the customer's OK."

• Save card for future service (or Save another card): opens a secure page where the customer saves a card for later visits.

• Tap to Pay: contactless cards and phone wallets on your own phone. Only in the iPhone and Android app, and only when your office has turned it on (see below).

Use Tap to Pay (native app only)#

1. Tap Tap to Pay. The app shows "Getting this phone ready for Tap to Pay…".

2. If tips are on, the customer sees Add a tip? with preset percentages, Custom tip $ and Add tip, or No tip · pay $X.

3. The screen says Hold the card near the top of the phone. Keep the screen open.

4. When it's done you'll see Paid $X and can tap Share receipt.

Tap to Pay needs signal; a tap can't be saved for later. If the phone or build can't do it, the app says why and suggests the card link, a card on file, cash or check.

When it's paid#

A green Paid in full banner shows the amount received and the invoice number. Bank payments show Bank payment processing until they settle, which can take days.

Settings that change this#

• Settings › Integrations › Payment Processing: connect card processing, Bank payments (ACH), Tips (presets) and Tap to Pay ("Show Tap to Pay in the TradesWork Field app").

• Settings › Accounting › Billing & Collections: reminders and collections after the visit.

• Settings › Phones › Phone Numbers, Call Recording & Texting: whether Send link texts through TradesWork.

• Settings › Operations › Forms › Guided flow: Invoice ready before finishing can be a reminder or required.

Tips#

• Collect before you leave. Use Send link when the person who pays isn't home.

• On a check, always enter the check number. It makes deposits and lookups much easier for the office.

• If a card payment shows Processing, wait a minute and pull to refresh before trying again. Don't charge twice.

Troubleshooting#

• "Card payments aren't connected." → no card processor for your company → the office connects one in Settings › Integrations › Payment Processing. Until then, record cash or check.

• "That's more than the $X due." → the amount is higher than the balance → lower it.

• "The card processor hasn't confirmed this payment yet." → the processor is still deciding → check the invoice in a minute before trying again.

• "Tap to Pay works only in the iPhone and Android app." → you're on the web version → use Card, a card on file, cash or check.

• "This invoice was started on this phone…" → it hasn't synced yet → adding items and sending the link work once it syncs; cash and check work now.

• No payment buttons → your role can't record payments, or the invoice is paid or void.

FAQ#

Can I take a partial payment? Yes. Change the amount on Record a payment or Charge card. The rest stays as Balance due.

Where do tips go? Tips go to the technicians on the job, split evenly, and are kept apart from invoice revenue and sales tax.

Can I void or refund a payment? Not from the field app. Ask the office.

Coming from ServiceTitan#

• Same: one invoice per job, items from the pricebook, customer signature, and cash, check or card collection on site.

• Different: cash and check work fully offline. If no processor is connected, the app says so rather than showing a card button that can't work. Tap to Pay is coming to the store apps; for now it needs a native build.

• Where it lived: the Invoice and Collect Payment screens in ServiceTitan Mobile; payment processing under Settings.