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5. Creating an Invoice

Updated

Web App · Admin

PSS lets you invoice any client — for regular service, one-off jobs or products — and send the invoice straight from the platform.

Note: Your Catalog items (the services and products you sell) make invoicing faster, but you can always type a description and price by hand.

Creating an invoice

  1. Click Invoices in the left-hand menu, under People & Billing. The Overview tab shows your totals, a chart of the year, and your invoices in Open, All Invoices and Extra Items tabs.
  2. Click New Invoice. The Add Invoice window opens with the next Invoice ID already filled in.
  3. Choose the client under Invoice for.
  4. Check the Issue Date, the Due Date (set from your payment terms, such as Net 15) and the Subject. Tax, Discount, Deposit and PO Number are optional.
  5. Under Line Items, choose the Item Type, then pick a catalog item in Description (or type your own), and enter the Quantity and Unit Price. Click Add Item for more lines. The Subtotal, Tax and Amount Due update as you go.
  6. Optionally add Notes (printed on the invoice) and Tags.
  7. Click Save Invoice. The invoice is saved as a Draft — only you can see it.
The Invoices Overview tab.
The Add Invoice window: client, dates, subject and line items.
The bottom of the Add Invoice window: totals, Notes, Tags and Save Invoice.

Note: If your account is connected to QuickBooks Online, the form also shows Sync to QuickBooks.

Sending the invoice and getting paid

  1. Open the draft invoice and click Send Invoice.
  2. Check the email address, subject and message, then click Send. The invoice moves to Sent.
  3. When the client pays you another way (cash or check), open the invoice and click Record Payment.
A draft invoice with Send Invoice and Record Payment.

Note: Let clients pay online. Connect Stripe under Invoices → Configure → Online Payment (click Connect With Stripe). Once connected, clients can pay by card or bank transfer straight from the invoice they receive, and the money goes to your bank account.

Creating an invoice on the Mobile App

Mobile App · Admin

Bill a client right after a visit or job, without going back to the office.

  1. Tap ☰ → Invoices. The list has Open and Closed tabs, a search bar, and a card for each invoice with its status (Draft, Sent or Late).
  2. Tap the green + to open New Invoice.
  3. Fill in Client, check the Invoice ID, Issue Date, Terms, Due Date and Subject.
  4. Under Line Items, tap + to add each item. Review the Subtotal, Discount, Tax, Amount Due and Required Deposit.
  5. Add Client Notes if needed, then tap Save.

The invoice is saved as a Draft in the Open tab. Open it to review and send it to the client.