Creating Invoices
Create a draft invoice from an order, then finalize and send it to your client.
Overview
Every invoice starts life on a Order. You create a draft from the Order's pricing, review it, then finalize and send it. Your client gets an email with a secure payment link.
Before you start
- Connect your payment account. Go to SettingsInvoices and complete the setup in the Online Payments card (click Enable Online Payments and follow the prompts). Invoicing only works once your account setup is complete — until then, the Order's Billing tab shows "Enable payments in Settings to start invoicing" instead of the Create Invoice button. See How Billing Works for what each setup state means.
- The Order needs a client email and at least one line item. The invoice is emailed to the client on the Order, and every invoice needs at least one item with a non-zero amount.
- You need edit access. Viewing All Teams is read-only, and Inspectors can't create invoices.
Invoices can be created for you
When you approve a Order, an invoice is created and sent automatically — unless you turn off the Automatically create invoices toggle on the Billing tab (or in the approval dialog). The steps below are for creating one yourself.
Create a draft invoice
Open the Billing tab
Navigate to the Order detail page and click the Billing tab.
Start the invoice
Click Create Invoice in the Invoices card. This button only appears when the Order has no active invoice yet — if one already exists, you'll see Supplemental Invoice for billing newly added items instead.
Review and create the draft
The sheet opens with the client's details and line items filled in from the Order's pricing. You can adjust items, add a discount, and pick an optional Due Date. If you leave the due date empty, your default payment terms from SettingsInvoices are used (Net 30 unless you've changed it).
Click Create Draft. The invoice is saved in Draft status — nothing has been sent to the client yet.
Drafts follow your pricing
If you change the Order's services or pricing while a draft exists, the draft is automatically replaced with one matching the new pricing.
Finalize and send
Click Finalize & Send
On the Billing tab, click Finalize & Send on the draft invoice.
Confirm
A confirmation dialog explains that this assigns an invoice number and sends the invoice to the client for payment — and that it can't be undone. Click Finalize & Send to confirm.
What you should see
- The invoice moves to Unpaid and gets a number like INV-1001 (you can change the prefix in SettingsInvoices).
- The client receives an email with a payment link. You can also open the payment page yourself (View Payment Page), share the link (Copy Payment Link), or download the PDF (Download PDF) from the invoice row.
- When the client pays online, the invoice flips to Paid automatically and the payment shows up in the billing history — no action needed from you.
Invoice statuses
| Status | Description |
|---|---|
| Draft | Invoice created but not yet finalized or sent |
| Unpaid | Invoice sent to the client, awaiting payment |
| Paid | Full payment received |
| Partial | Partial payment received |
| Refunded | Full refund issued |
| Partial Refund | Partial refund issued |
| Void | Invoice cancelled — no payment can be collected |
Payment methods
- Online: clients pay through the secure payment page linked in the invoice email. Which card and bank payment options they see depends on your payment account setup.
- Offline: if a client pays you directly — cash, check, Venmo, Zelle, or bank transfer — use Record Payment on the unpaid invoice so your books stay accurate. See Recording Payments.
If something goes wrong
- No Create Invoice button? Your payment account setup isn't finished. Go to SettingsInvoices and complete the steps in the Online Payments card.
- The client didn't get the email? The invoice is still valid. Use Copy Payment Link on the invoice row and send the link yourself.
- Wrong amount on a finalized invoice? You can't edit a finalized invoice. Void an unpaid one and create a new invoice, or refund a paid one — see Refunds and Voids.
For more help, see Payment Troubleshooting.