Summary
An Invoice is a document in which your customer references to pay for your services. It can be emailed directly to the customer, who can then pay it online. Or, you can print it and leave it behind at the time of service.
Key Points
An Invoice is generated by the Billing Frequency selection in the Work Order.
The Invoice Description in the Work Order is for frequencies other than For Every Work Order.
Define what's in your Invoice through Document Templates.
Add a payment directly from the Invoice.
Invoice status is based on Billing Terms.
Write off an Invoice as Bad Debt.
Search for specific invoices from Sales → Invoices.
Refresh the Billing Address on existing invoices.
How to Find a Work Order
From the top of the Navigation bar, click Calendar.
Double-click on the work order you would like to edit
How an invoice is created
Billing Frequency — On the Billing tab in the Work Order, set the Billing Frequency. The default, For Every Work Order, generates an Invoice when that Work Order's status is updated to Complete. Monthly, Bi-Monthly, Quarterly, Yearly, and One-Time generate an Invoice on the date of your choosing.
Invoice Description — This Work Order field is for frequencies other than For
Every Work Order. It summarizes the services done — for example, if eight services are performed every month, "Commercial Monthly Service" may be all the customer needs to see.
Working with invoices
Add a payment — If a customer's payment covers a single invoice, apply it from inside that invoice: open the Invoice, click Add Payment in the bottom right, and pay as usual. More info: Payments — Getting Started.
Status and Billing Terms — There are four statuses: Paid (paid in full), Unpaid (some or all unpaid), Overdue (the time to pay has passed the Billing Term), and Bad Debt (you believe it will never be paid). Billing Terms define how long the customer has to pay — NET 15 (15 days), NET 30 (30 days), or ON COMPLETION (payment at the time of service; Overdue the next day if unpaid). Billing Terms are selected on a customer's Billing page and defined at Settings → Billing Terms. More info: Settings — Billing Terms.
Write off as Bad Debt — When you believe a customer won't pay, mark the invoice as Bad Debt in the invoice itself. Bad Debt invoices are excluded from Sales and Accounts Receivable, and aren't synced to QuickBooks Online. To find them: Reports → Invoices List (Add Filter → Status → Bad Debt), or Sales → Invoices (filter Status by Bad Debt → Filter).
Search for invoices — Go to Sales → Invoices to search by From/To date, Customer, Service location, Billing terms, Invoice delivery preference, Route, Status, Service type, Purchase Order #, and Synced to QB Online. More info: Sales → Invoices.
Refresh Billing Address — When you update a customer's address, all new invoices use it. To update existing invoices: edit the invoice, click the refresh circle to the right of the Billing Address, click Save, then reopen the invoice.
Global invoice settings
Go to Settings → Invoices (Define global invoice options). Email content is set elsewhere — email settings are now defined in the Document Templates.
Numbering and footer — Starting Invoice # and Starting Transaction # set the first numbers and auto-increment from there (default 1000 each). Invoice Footer Text is a message (like a dunning notice) shown on all invoices.
Options — checkboxes that control invoice behavior:
Automatically apply positive credit balance — applies an existing positive balance to new invoices (auto-created only).
Close New Payments Automatically — disable to close payments manually.
Hide online payment link on return slip in printed invoices.
Send new invoices to customer automatically — emails new invoices to the customer within ~5 minutes. If enabled, consider disabling "attach invoice to work order email" so customers don't get it twice.
Display Service Location Address on Payment Coupon, in place of the billing address.
Payment coupon remittance address is different from the company address.
Do not email $0.00 invoices.
Other — Consolidated Invoice Sort Order orders child invoices inside a consolidated invoice (e.g., Date — Oldest First). Lock Date locks editing of invoices, payments, estimates, and work orders before that date. The Remittance address fields (Company Name, Street Address, 2nd Line Address, City, State, Zip) apply when remittance differs from your company address.
Click Save to apply your changes.
Document Templates — Decide what is (or isn't) in your invoices by managing the Invoice template at Settings → Document Templates. The center stack holds the contents that will appear — drag and drop them up or down to set the order. From Available Sections (bottom right), drag a section into the stack to include it, or drag one out to remove it. More info: Settings — Document Templates.
Continue on to Payments — Getting Started.
Need more help? Reach out to Fieldwork support and we'll be happy to walk you through Invoices.