Create, send, and track invoices and estimates — with automatic numbering and payment links.
Invoices & estimates
- Create an invoice, add line items, and it gets a number automatically
- Send it and the client pays through a secure payment link — payments are tracked on the invoice
- Estimates let a client approve work before you turn it into an invoice
- Statuses: draft → sent → paid (and overdue when a due date passes unpaid)
- Invoices, estimates, statements, and contracts go out as PDFs in the customer's language — see Document language
💡 Switch the workspace toggle at the top of Invoices to Estimates — approvals become invoices in one click.
Estimates are sent with a PDF
Like an invoice, every estimate you send carries its own PDF attachment — the same document you see on screen, ready to download, print or forward to whoever signs off.
- The PDF shows the same line items, any grouped breakdown, the totals, the validity date, and the optional Deposit Due as the estimate on screen.
- It is attached automatically on every send — there is no separate step, and a send without it does not go out.
Deposit Due (optional down payment)
An invoice or estimate can carry an optional Deposit Due — the amount the customer pays up front, for example the hardware they are buying before the rest is billed.
- It is information for the customer — it never changes the Subtotal or the Total, and it records no payment.
- Leave it blank and no Deposit Due line appears anywhere — on screen, in the PDF, in the email, or in the customer portal.
💡 Use Deposit Due when the customer must pay part up front (hardware, mobilization). It is a label the customer sees, not a separate charge.
An invoice that explains itself
When an invoice comes from an agreement that carries a breakdown, the invoice is grouped the way the pricing is: a Maintenance block and a Subscriptions block, each with its own lines and subtotal, then the monthly recurring total. Support visits billed in arrears appear after them as their own block.
- The monthly recurring total is the sum of the maintenance and subscription lines — the part billed in advance. Support time is billed in arrears on top of it.
- The agreement's terms (what bills in advance, what bills in arrears, the Net days, the cancellation notice, the rate review, the support hours) are printed at the foot of the invoice, along with a short “what's included” note for each service.
- This is presentation only — the breakdown never changes the amount. The invoice total is the same figure it was before the breakdown was added.
The Future list is a forecast
Invoices carries two views: Issued — the real invoices — and ⏳ Future, which projects the cycles that have not yet been billed. The Future list is a forecast built from each agreement’s or subscription’s next date. It creates nothing: no invoice exists and no number is used until the cycle actually issues.
Prepare next invoice
On a Future row (an agreement cycle), Prepare next invoice turns that upcoming cycle into a real, editable draft — so the work can be added before the cycle date, not after it.
- Press it on the Future row: Collect creates the draft and opens it for you, and the projection for that cycle disappears.
- Preparing early does not move the issue date. The invoice still issues on its normal cycle date — preparing only gets you the draft sooner.
Add tracked time before the cycle date
Open the prepared draft and press Add tracked time. It pulls the approved, unbilled work-order entries for the period and shows a preview first — what would be added, and what it comes to.
- Only approved, unbilled entries appear; nothing is written until you press Add.
- Once added, those entries are marked billed against that invoice, so the same visits and hours can never be pulled onto another one.
Why preparing early is safe
A prepared draft stays out of balances, statements, and reminders until it is issued. It is a working draft, not a document the customer sees or pays — which is exactly why it is safe to prepare early.
One cycle, billed once
Once a cycle is prepared it leaves the Future list, so the same period cannot be prepared or billed twice. The Future list only projects what is genuinely still ahead.
Logging visits and adding their time is covered in 🗒️ Work Orders.
💡 Prepare the next invoice once you know the work is done, add the tracked time, and leave it in draft. It still issues on its cycle date, and stays out of everything the customer sees until then.