Create and Manage Invoices

What this guide covers

This guide walks you through the complete invoice workflow in JobsiteOn. You will learn how to create a new invoice, add line items, configure payment terms, preview the invoice document, send it to your customer, accept payment, and track the invoice through each status stage. By the end, you will be able to manage your entire billing process from start to finish.

Before you begin

• You need an active JobsiteOn workspace with at least one contact record.
• Confirm you have access to the Invoices section in the sidebar navigation.
• Review your branding settings at /settings/branding to confirm your logo, brand color, and document layout are configured. These determine how your invoice PDF looks.
• If you plan to accept online payments, confirm your payment processing setup is complete. See Accept Online Payments.

Understanding the invoices list

When you navigate to /invoices, you see a list of all invoices in your workspace. Each row shows the invoice number, contact name, total amount, current status, due date, and creation date.

Filtering and sorting

• Use the Status filter to view invoices by stage (Draft, Sent, Viewed, Paid, Overdue).
• Click column headers to sort by invoice number, amount, due date, or creation date.
• Use the search bar to find invoices by number or contact name.

Status indicators

Each invoice displays a colored status badge:

• Draft (Gray) — Created but not sent to the customer.
• Sent (Blue) — Delivered to the customer's email.
• Viewed (Purple) — The customer has opened the invoice link.
• Paid (Green) — Payment has been received in full.
• Overdue (Red) — Past the due date with no payment received.

Step 1: Create a new invoice

1. Click the New Invoice button at the top right of the invoices list, or navigate directly to /invoices/new.
2. The invoice builder opens with the following sections.

Link a contact

Select the customer this invoice is for. The contact's name, email, and billing address appear on the invoice document. Create a new contact inline from the dropdown if needed.

Link a property

Choose the property associated with this invoice. The property address appears on the invoice and links the billing record to the job location.

Link a job (optional)

If this invoice is for work tracked in a job, link the job record. This creates a reference between the invoice and the job for traceability.

Set the invoice date

The invoice date is the billing date. It defaults to today but can be set to any date.

Set the due date

The due date determines when payment is expected. Common terms:

• Due on receipt — Payment expected immediately.
• Net 15 — Payment due within 15 days.
• Net 30 — Payment due within 30 days.
• Net 60 — Payment due within 60 days.

The due date appears on the invoice document and triggers the overdue status when passed.

Step 2: Add line items

Line items detail what the customer is being charged for.

Adding from your pricebook

1. Click Add from Pricebook in the line items section.
2. Browse or search your pricebook catalog.
3. Click an item to add it with its name, description, and default price.
4. Adjust the quantity as needed.

Adding custom line items

1. Click Add Line Item to create a blank row.
2. Enter the item name, description, quantity, and unit price.
3. Use custom items for charges not in your pricebook, such as permit fees or travel charges.

Adjusting pricing

For each line item:

• Update the quantity to reflect the actual amount delivered.
• Change the unit price to match the agreed rate (especially if you quoted a custom price).
• Apply a line item discount if applicable.

Reviewing totals

The invoice builder shows a running summary:

• Subtotal — Sum of all line item totals.
• Discount — Any invoice-level discount applied.
• Tax — Calculated based on your workspace tax settings.
• Total — The final amount due.

Step 3: Add notes and payment terms

Invoice notes

Add any relevant notes that appear on the invoice document:

• Payment instructions (bank details, check mailing address).
• Reference to the quote or job number.
• Warranty or guarantee information.
• Late payment policy.

Payment terms

Configure the payment terms that appear on the invoice. Standardized terms communicate your expectations clearly and professionally.

Step 4: Save the invoice

Click Save to save the invoice as a draft. You are redirected to the invoice detail page at /invoices/[slug]. From here you can:

• Continue editing the invoice.
• Preview the invoice document.
• Send the invoice to the customer.

Draft invoices are not visible to the customer until you send them.

Step 5: Preview the invoice

Before sending, preview how the invoice will appear to your customer.

1. On the invoice detail page, the generated invoice PDF is embedded on the left side of the screen.
2. Review the invoice for accuracy:
   • Company logo and branding are correct.
   • Contact and property details are accurate.
   • Line items, quantities, and prices are right.
   • Tax, discounts, and total are calculated correctly.
   • Payment terms and notes are present and complete.
   • Due date is correct.
3. If anything needs adjustment, go back to edit mode, make changes, save, and preview again.

Branding on the invoice

The invoice PDF uses your workspace branding settings:

• Company logo from /settings/branding.
• Brand color applied to document accents.
• Document palette colors (text, muted, line, paper).
• Custom document labels for invoice title, number, date, and due date.
• Header and footer toggles for company name and registration number.
• Company details from /settings/workspace-company (name, address, email, phone, tax ID).

Step 6: Send the invoice

1. On the invoice detail page at /invoices/[slug], click the Send button.
2. Confirm the recipient email address. It defaults to the linked contact's email.
3. Configure send options:
   • Attach PDF — Include the invoice PDF as an email attachment.
   • Send a Bcc to myself — Receive a copy of the sent email.
   • Notify customer via SMS — Send a text notification alongside the email.
   • Preview SMS — Review the SMS content before sending.
4. Click Send to deliver the invoice.

What happens when you send

• The invoice status changes from Draft to Sent.
• An email is delivered to the customer with the invoice content and optional PDF attachment.
• The email uses your branding (logo and accent color) in the header.
• A public link is generated at /i/[token] where the customer can view the invoice and make payment.
• The sent email appears in your Inbox sent threads with attachment metadata.
• If SMS notification is enabled, a text message is sent to the customer's phone.

Step 7: Track invoice status

After sending, monitor the invoice through its lifecycle.

Status progression

Status	What happened	What to do
Draft	Invoice created, not sent	Complete and send
Sent	Email delivered to customer	Wait for customer response
Viewed	Customer opened the invoice link	Follow up if no payment soon
Paid	Full payment received	No action needed
Overdue	Due date passed without payment	Send a reminder or follow up

Customer portal experience

When the customer clicks the link in their email:

1. They see the full invoice at /i/[token].
2. They can download the PDF by clicking Download PDF.
3. If online payments are enabled, they see a Pay Now button.
4. After payment, the status updates to Paid automatically.

Monitoring overdue invoices

Invoices automatically move to Overdue status when the due date passes without payment. Filter the invoices list by Overdue to see all past-due balances at a glance.

Step 8: Record payment

Online payment

If the customer pays through the portal, the payment is recorded automatically. The invoice status changes to Paid and a payment confirmation is generated.

Manual payment recording

For payments received outside the portal (check, cash, bank transfer):

1. Open the invoice detail page.
2. Click Record Payment.
3. Enter the payment amount, date, and method.
4. The invoice status updates to Paid (or Partially Paid if not the full amount).

Partial payments

If the customer makes a partial payment:

1. Record the payment with the partial amount.
2. The invoice shows the remaining balance.
3. The status remains Sent or Overdue until the full amount is received.
4. When the final payment is recorded, the status changes to Paid.

Step 9: Manage the invoice post-payment

After an invoice is fully paid:

• The invoice remains in your records for bookkeeping and reporting.
• The linked job (if any) reflects the billing status.
• You can generate a payment receipt for the customer.
• The invoice feeds into your revenue reporting views.

Tips

• Invoice promptly after completing work. The sooner you invoice, the sooner you get paid. Send invoices within 24 hours of job completion when possible.
• Use consistent payment terms. Standardize on Net 15 or Net 30 for most customers so your cash flow is predictable.
• Reference the quote or job. When the invoice relates to a quoted or jobbed project, include the reference number in the notes so the customer can cross-reference.
• Preview before sending. Take 30 seconds to review the PDF preview. Catching an error before sending is much easier than issuing a correction after.
• Follow up on Viewed invoices. When an invoice moves to Viewed status, the customer is aware of it. If payment does not follow within a few days, a gentle nudge is appropriate.
• Set up payment reminders. Automate reminder emails for overdue invoices to save manual follow-up time. See Set Up Payment Reminders.

Troubleshooting

The invoice PDF is missing my company logo

Confirm your logo is uploaded at /settings/branding. If no logo is configured, the invoice renders with a text-only header.

The customer did not receive the invoice email

Check the recipient email address on the invoice. Verify it matches the customer's actual email. Review your Inbox sent threads to confirm the email was delivered.

The invoice total does not match my calculation

Review each line item for correct quantity, unit price, and discounts. Check the tax rate in your settings. Compare the calculated subtotal, discount, tax, and total line by line.

An invoice is marked Overdue but the customer already paid

If payment was made outside the portal, you need to record it manually. Open the invoice and click Record Payment to update the status.

I need to correct a sent invoice

Edit the invoice, make the corrections, and resend it. The customer receives the updated version. The original send is preserved in the activity history.

The customer cannot access the payment link

Verify the public token is valid and the invoice has not been archived. Ask the customer to try the link from the most recent email they received.

FAQ

Can I create an invoice from a job?

Yes. Open the job detail page and use the Create Invoice action to generate an invoice linked to that job. The contact and property carry over from the job.

Can I create an invoice from a quote?

The recommended flow is Quote to Job to Invoice. Convert the accepted quote to a job first, then create the invoice from the job. This maintains a complete audit trail.

Can I edit an invoice after it has been paid?

Paid invoices should not be edited to maintain accurate financial records. If a correction is needed, create a credit note or a new invoice for the difference.

What happens if I delete an invoice?

Invoices cannot be deleted to preserve your financial records. If an invoice was created in error, void it or add a note explaining the situation.

Can I send an invoice to multiple email addresses?

The primary send goes to the linked contact's email. Use the Bcc option to send yourself a copy. For additional recipients, forward the email manually or add multiple contacts to the invoice.

How do partial payments appear in reporting?

Partially paid invoices show both the paid amount and the remaining balance. Revenue reports reflect only the amounts actually received.

Related articles

• Accept Online Payments
• Set Up Payment Reminders
• Create and Send Quotes
• Convert a Quote to a Job