Please Note: If you are a Pro member utilizing the Triggers feature, please refer to our Triggers article first.

In GorillaDesk, you have the ability to invoice your customers before or after the job has been completed. Simply double click on the job from your Calendar to open that job. Then, click on the Invoice tab.

If there is not an invoice attached to that service, you will need to click the '+ Add Invoice' to add an invoice to that job. Then, select the line item(s) you will be charging for.

On this window, you will have the ability to make any modifications to that invoice. Such as:

Adding discount
Add invoice terms
Add invoice note
- You can use an invoice note template
- Insert note from an existing job not (if your invoice is attached to a job)
- Insert note from Work Order note (if your invoice is attached to a job)

After saving your invoice, you will then be able to view a draft of your invoice. However, your invoice will not show a balance until it has been sent to your customer.

You can send your invoice by email or SMS (if you have SMS messaging enabled) by clicking Send in the upper right corner.

Your customer will then receive an email of their invoice with the option to Pay Online.

You can also take the invoice out of Draft status and add the balance to the customer's account by manually changing the invoice status to Sent.

This is typically used when your technician accepts a cash payment while in the field or if you are mailing a physical copy of the invoice to your customer.

Adding a Payment

Once the invoice has been sent, you will now see a balance and are ready to add a payment.

Then, select the invoice you would like to add the payment to. You'll have the option to change payment methods and the amount charged if you'd like.

Note: If no invoice is selected, a credit will be applied to the customer's account for that amount.

Once you've added the payment successfully, your invoice should appear as 'Paid'.

Send Receipt

To send a copy of their receipt, simply click Send in the upper right corner.

You can also send invoice or receipt for e-Sig, which will allow your customer to easily sign and forward it back to your GorillaDesk account.

Write Off Invoices

In the instance that you are unable to collect on an invoice, you will need to write the invoice off as bad debt. This will keep the invoice out of your accounts receivable and ensure your information is accurate when filing your taxes.

To apply this status to an invoice:

Open up an Invoice on an active job or on a customer's account
Click 'Invoice Status'
Select 'Write Off'

Once the 'Write Off' status has been applied to an invoice, it will no longer appear in any of our Revenue Reports. However, you will still have the ability to access written off invoices:

Under the 'Invoices' tab on the customer's account:

By running an All Invoices report: