Table of Contents
Overview
Invoice reminders help you stay on top of what needs to be invoiced and when.
They appear on your calendar as prompts to create invoices at the right time, based on your workflow.
Invoice reminders also play an important role in your job statuses. When a reminder becomes due, the associated job moves into "Requires Invoicing" status which makes it easy to find and batch invoice multiple jobs at once.
By using invoice reminders, you can keep your invoicing timely, organized, and efficient.
Set up reminders to invoice for your recurring jobs
When you create a recurring job, you have two options of how you want to invoice. They are Per visit and Fixed price. Select Per visit if you want to invoice for the cost of each visit. Select Fixed price if it doesn't matter how many times you visit the client since they're paying a flat rate.
There are several options for When do you want to Invoice? on the job creation page.
When you set an invoicing schedule, you are setting up a reminder schedule that generates reminders which you will see on the different schedule views when the reminder filter is on.
Options for invoice scheduling:
- As needed - we won't prompt you: This will disable invoice reminders from being created for this job.
- After each visit: This will generate an invoice reminder after each visit is marked complete. This will put the job into requires invoicing following each visit.
- Once when job is completed: Once the job is closed, an invoice reminder will be generated.
- Monthly on the last day of the month: An invoice reminder will be generated on the last day of each month.
- Custom schedule: This allows you to create a custom schedule for when invoice reminders will be generated.
Set up reminders to invoice for your one-off jobs
When creating a one-off job, you can choose to be reminded—or not to—when the job is closed.
By default, you will be reminded to invoice when the job is closed. To not be reminded, unmark the checkbox from the billing section when creating or editing a job.
Manually create your invoice reminders
To manually set an invoice reminder, scroll down on the job to the billing section, then click the Reminders tab.
To add a new reminder to your billing schedule, click Add reminder.
Invoice reminders will appear on your schedule if you have your calendar item type filter set to show them.
Once an invoice has been made, they will be greyed out with a checkmark to show they are done.
Use invoice reminders to invoice
Your invoice reminders will display how many and which jobs need to be invoiced in several places:
- Home: You will see how many jobs are in requires invoicing status.
- On a Job page: You can search for Jobs requiring invoicing here by selecting Requires Invoicing from the Status filter option:
Assign invoice reminders
Is there one person in your office that takes care of the billing? You can assign all the invoice reminders to them. To do this, you will need to go to the Gear Icon > Settings > Work Settings. In the Invoice section, you can select the user to assign the invoice reminders to.
How to remove a job from "requires invoicing" status
If you have closed a job but it is in “requires invoicing” status, there will be an outstanding invoice reminder for this job which is prompting you to invoice. You will need to either delete this invoice reminder or create an invoice in order to get the job out of this status.
To remove a job from "requires invoicing" status:
- Navigate to the job.
- Scroll down to the Billing section.
- Open the Reminders tab from the billing section.
- Click the overdue invoice reminder.
- Choose one of the following:
- To create an invoice, click Create Invoice.
- If you don’t need to invoice, click More Actions then select Delete to remove the reminder.
Once the reminder is cleared or an invoice is created, the job will no longer show Requires Invoicing and will move to Archived status if no invoicing is needed.