Invoices, Draws & Recurring Billing

Invoices

Navigate to Customers > Invoices (or Jobs > Invoices) to create and manage customer invoices.

Creating an Invoice:

• Invoices are created from an accepted estimate. On the Estimate Detail page, click Create Invoice. The invoice is pre-populated with the estimate's line items, customer, and job information.
• Only one active (non-void) invoice can exist per estimate.

Invoice List:

• Filter by status: Draft, Sent, Paid, or Void.
• Table shows invoice number, customer, job, due date, amount, paid, balance, and status badge.

Invoice Detail:

• Invoice Details: Edit due date, amount due, notes, and a client message (insert pre-written text from Message Snippets).
• Bill To / Job: Shows linked customer contact info and job site details.
• Line Items: Editable billing table with description, estimate total, bill %, bill $, and remaining columns. Use percentage or dollar billing for progress billing, bill a portion of each line item now and the rest later. Add new lines, drag to reorder, or pull updated items from the linked estimate. For formal construction-style billing with retainage and separate per-draw invoices, see Progress Billing, AIA Draws below.
• Payment Summary: Shows subtotal, tax, invoice total, amount paid, and balance due. Manually record payments received.
• Payment Link: If Stripe is connected, generate a unique payment link. Copy the link, email it to the customer, or preview it. The link takes customers directly to Stripe Checkout to pay by credit card or ACH bank transfer.
• Invoice View Tracking: See how many times the customer has viewed the payment link, plus the first and last view timestamps.
• Status Controls: Move an invoice through Draft → Sent → Paid. Reopen a paid invoice if needed.
• QuickBooks: If QBO is connected, push the invoice to QuickBooks with one click.
• Download PDF: Generate a formatted invoice PDF with line items, totals, company branding, and a payment QR code (when Stripe is connected).
• Void / Delete: Void an invoice to cancel it (preserves the record) or delete it permanently.

Permissions: Admins can create, edit, and delete invoices. Viewers can view invoices but cannot modify them.

Progress Billing, AIA Draws

For large or long-running contracts, you can bill a single estimate across several separate “draw” invoices (AIA G702/G703 style) instead of one cumulative invoice. Each draw is its own document with its own invoice number, due date, and payment link (“Draw #1 / #2 / Final”).

Turning it on:

• On the Estimate Detail page, set Billing Mode to “AIA G702/G703 progress draws” (the alternative is “Single invoice (standard)”). Changing the mode reloads the page.
• Enter a Retainage %: the percentage held back on every draw and released on the final draw.

Billing a draw:

• In the Progress Billing panel, click Convert & Bill Draw #1 to generate the first draw, then + Bill Next Draw for each subsequent draw. (A draft draw that hasn't been sent shows Open Draft Draw instead.)
• In the draw editor, enter each line’s cumulative % complete or its this-period dollar amount: you see previously-billed, this-period, and balance-to-finish for every line at a glance.
• Retainage is withheld automatically on each draw and released on the final draw (mark the last draw as the Final draw).
• A deposit collected at estimate approval is credited across the draws, so the deposit invoice plus all draws total exactly the contract.
• Sales tax on taxable lines is charged prorated per draw on a dedicated tax line that recomputes as you edit; the contract roll-up reconciles on taxed contracts.
• The system blocks over-billing: you cannot bill more than a line’s remaining balance.

Change orders: Approving a change order grows the contract’s schedule of values, so later draws can bill the added work.

Progress Billing panel: The estimate shows a roll-up of billed-to-date vs. contract, overall % complete, retainage held, and every draw with its status. When billing reaches 100%, “Contract fully billed” fires.

Accounting sync: Each draw pushes to QuickBooks (and the BDFIQ bookkeeping sync) with per-draw accuracy, work billed, retainage withheld, and deposit credits as a signed breakdown plus sales tax, reconciling to the invoice total. Payments attach to the specific draw, and correcting a draw re-syncs the fix automatically.

Recurring Invoices

Navigate to Customers > Recurring to manage recurring invoice templates.

• Recurring invoices are templates that automatically generate invoices on a schedule, great for monthly maintenance contracts, retainers, and subscription-style billing.
• Create Template: Select a customer and job, set the recurrence interval (monthly, quarterly, etc.), and define line items with descriptions, quantities, and prices.
• Template Detail: Edit line items, amounts, customer message, and schedule settings. Preview what the generated invoice will look like.
• Automatic Generation: The system generates invoices according to the schedule. Generated invoices appear in Draft status for review before sending.
• Pause / Resume: Temporarily pause a recurring template without deleting it.