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Invoicing & Payments Best Practices ✔

Follow invoicing and payment best practices in LMN, from creating invoice groups and generating invoices to recording payments.

Written by Kaitlin Lane

In this article:

Generate Invoices

Record Payments

Important Invoice Settings

Generate Invoices

Step 1: Create an Invoice Group

  1. Navigate to Invoices > Invoice Groups

  2. Click + New

  3. Name the group: "Recurring Maintenance"

  4. Click OK to save

  5. Add the maintenance job you created the invoice schedule for

  6. Click Save

Step 2: Generate Invoices

  1. Navigate to the Invoices > Generate

  2. Set your date range to match your invoice schedule.
    Use filters if needed:

    1. Invoice Group: e.g., Recurring Maintenance

    2. Invoice Type: e.g., Monthly Contract Billing or Billable Extras

  3. You should see two invoices:

    1. A Milestone invoice for the Design/Build job.

    2. A Monthly Contract invoice for the Maintenance job.

  4. Review both invoices by clicking into each.

  5. Check both invoices.

  6. Click + Invoice Run to process them.

Step 3: Review the Invoice Run

  1. You’ll land on the Invoice Runs screen.

  2. Click into your latest run to open the Invoice List.

  3. Use filters to narrow the list:

    1. Click Filter

    2. Select Invoice Group: Recurring Maintenance

  4. Locate and click on the maintenance invoice.

Step 4: Send the Invoice

  1. Click Send Invoice.

  2. When prompted, click Approve & Continue.

  3. Confirm the billing contact.

  4. Click Email & Publish.

Additional Notes

  • If needed, you can set invoices to Review status before approval.

  • You should receive a copy of the invoice email (you’re listed as the billing contact in CRM).

  • If the customer uses the Customer Portal, the invoice will appear there.

  • If you’re signed up for LMN Pay, the customer can pay directly from the email.

Record Payments

  1. Go to the invoice you want to apply a payment to.

  2. Find the Add Payment button (left of the Send Invoice button).

  3. Click it to open the payment entry screen.

    ⚠️ Note: This does not process a real payment — it’s for tracking purposes only.

  4. Choose how the payment was received (e.g., Check).

  5. Click + Invoice Payment.

  6. Select the invoice you want to apply the payment to.

  7. Adjust the payment amount if necessary (defaults to full amount).

  8. Click Save & Close.

  9. The invoice balance will update.

  10. A Payments section will now show the recorded payment

Important Invoice Settings

  1. Navigate to Settings > Invoice Settings.

  2. Choose a number that continues from your current system.

    💡 Tip: If you're using LMN and QuickBooks at the same time, pick a higher number to avoid sync issues between systems.

  3. Set the Default Start Date and End Date for contracts.

  4. These dates can still be changed per estimate or job later.

  5. Choose how many days the customer has to pay (e.g., Net 30).

  6. Enter a message that will appear at the bottom of every invoice.

  7. This note will also carry over to QuickBooks if you sync invoices.

Need more help? Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864
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