Client Invoices Overview

In this article, we'll cover how Client Invoices flow between JACK and your accounting software and how to mark an invoice as paid if you're not connected to QuickBooks.

Looking for how to create an invoice? Head to the article for your job type:

💡 You can change the invoicing method after the job has already been created, but only if no client invoices have been issued yet in JACK. There's a small pencil icon next to Invoice Method under Job > Details that lets you make the change. Once an invoice has gone out, that door closes and the method is locked in.

Once your Client Invoice is created in JACK. You have added all relevant invoice items, Timesheets or Change Order items. You will choose the Save and Send button to send the invoice to QuickBooks. Where it will be edited, approved and issued to the customer.

⚠️Before syncing your Client Invoice to QuickBooks, make sure to Connect your Lead Contact to QuickBooks

Optionally, choose if you would like to send a copy of the invoice as a PDF to the client.

Once you receive full or partial payment you can refresh the connection with JACK to see the amount paid reflecting in your Client Invoices totals. Choose the button then Refresh.

If your company isn't connected to Xero or QuickBooks, you can mark a client invoice as paid directly in JACK.

Within the Client Invoice scroll down and locate the Payments section. Choose the button.

Choose the payment Method, Date and Amount. Ensure the Sync payment to QuickBooks is unchecked, if its present, then choose Save.

You can issue a partial or full payment. The payment will be tracked against the total client invoices owed. But will not try to sync over to an accounting integration. And the Client Invoice status will change to Partial Payment or Paid.

You can easily remove a manually added payment if it was made by mistake by choosing the red X on the far right side. This will change the invoices status back to Issued.

💡 This applies across all job types (Fixed-Price, Cost-Plus, and Percentage Complete).

When drafting a client invoice (Fixed Price, Percentage Complete, or Cost Plus), you'll see a Schedule Send field with a pencil icon . Click it to set when the invoice becomes Ready to Send. Two options:

If linked to a schedule item, JACK watches it. Once marked complete, the invoice flips to Ready to Send, prompting you to issue it. It won't send automatically, it just flags that it's due.

This scheduling feeds the cashflow forecast: JACK takes the expected send date, adds your payment terms, and predicts when payment will land. On Cost Plus jobs, since there's no locked contract date to work from, JACK assumes invoicing happens after each cost item's scheduled end date, using your default payment terms.

When actioning a scheduled invoice, you'll usually see three options: Save Draft, Save and Schedule, or Save and Send. Save and Schedule keeps it queued against the trigger without sending to your accounting software.

ℹ️ An invoice only affects the cashflow forecast once it has an expected send date. Unscheduled invoices won't appear in the forecast.