Table of Contents
Overview
You've done the work, now it's time to invoice and get paid!
Invoices are a tool to ask your clients for the money they owe for your services.
Creating an invoice
Invoices in Jobber can be created from:
From home or a client page
To create an invoice from Home or a client page, click More Actions > New Invoice.
When making an invoice using this method, if the client has multiple jobs in "Requires Invoicing" status, you will have the option to select which of those jobs to include in this invoice. All selected jobs will appear on the same invoice. In the invoice header, the property addresses (the address where the service took place) from the jobs and the job numbers will appear. Property addresses only appear on invoices that were generated from jobs. Invoices are associated with the client's billing address but the property address appears for reference.
If the client doesn't have any work that is ready to be invoiced yet, you can still create an invoice and fill out the details like service dates and line items. Since invoices are associated with a client's billing address, if an invoice isn't created from a job, the property address won't appear on the invoice.
From an invoice reminder
To create an invoice from an invoice reminder, select the reminder from your calendar or job page and click Create Invoice
The service dates and service address from the job will be transferred over to the invoice.
From a job
To create an invoice from the job page specifically you can click on More Actions > Generate Invoice
If the job already shows as "Requires Invoicing", this option will be its own button beside More Actions.
The next page you see will allow you to select what jobs you'd like to invoice for. Check them off to include them on the invoice, or uncheck them to not include them.
After you click Next Step, you will be taken to the invoice creation screen where you can fill out the details for the invoice.
The service dates and service address from the job will be transferred over to the invoice.
Invoice creation
When creating or viewing an invoice, there is a progress bar that appears on to the right of the invoice details to let you know where the invoice fits in the workflow. Items that are colored show that the invoice has progressed through that phase of the workflow. Items that are grey have yet to be created.
Note: It's possible that your workflow won't include every step. For example, you might chose to go directly from a job to an invoice and that's ok! Seeing the quote and request icons greyed out doesn't mean you've made a mistake, it just means that that the workflow didn't include those items.
At the top, you can:
- Include a subject for the invoice
- Select Change beside the invoice number to change it
- Select the Date to change the date the invoice was issued
- Select the Payment net terms to change when the payment is due
- Fill in or add in a new custom field for all invoices
In the middle, you can:
- Add line items from your services and products list
- Set a service date for those line items
At the bottom, you can:
- Add a client message for this invoice
- Select Change to update the client view for this invoice. This is where you can select if quantities, unit costs, line item totals, account balance, or a late stamp (if overdue) are shown on this invoice. To edit these selections for all future invoices:
- Navigate to the Gear Icon > Setting > Branding.
- Click Change PDF style.
- Select the Invoices tab.
- Select the checkboxes for the field that you want shown by default.
- Select Add Discount to add a discount to this invoice
- Edit the tax rate for the invoice
- Select Add Deposit to record a new deposit or select a deposit from the client's account balance
- Add internal notes and attachments
Save and Update Invoices
When you save an invoice for the first time, there are two options:
- Save Invoice: This saves the invoice and takes you out of the edit screen, back to the top of the invoice where you can review the invoice details. The invoice will be saved as a draft.
- Save and...: Clicking this button gives you a list of other actions you can do in addition to saving the quote. These are things that might save you a step or a few clicks. Your options are to:
- Send as Text Message: The invoice is saved and sent to the client as a text message. Texting an invoice removes it from draft status.
- Send as Email: The invoice is saved and emailed to the client. Emailing an invoice removes it from draft status.
- Collect Payment: The invoice is saved and you are prompted to record a payment. If the payment recorded covers the invoice balance in full, the invoice status changes to "Paid".
Once an invoice has already been created, the button changes from Save Invoice to Update Invoice. The update options are to:
- Update invoice: The invoice is updated with the changes you have made. You will be taken out of the edit screen and back to the invoice to look it over.
- Update and...:
- Re-send as Text Message: A copy of the invoice with the updated changes is sent to the client via text message.
- Re-send Email: A copy of the invoice with the updated changes is sent to the client via email.
- Collect Payment: The invoice is updated and you are prompted to record a payment. If the payment recorded covers the invoice balance in full, the invoice status changes to "Paid".
Sending the invoice
Now that the invoice has been created, the next step is to send it to the client. Invoices can be sent either by text or by email. You can text the invoice with the Send Text Message button in the top right, or you can email it by clicking More Actions > Send as Email. Once an invoice is sent (or Marked as Sent from the More Actions button), it moves out of draft status. Once an invoice isn't a draft, payment can be collected on it.
Getting paid
To enter a payment, click Collect Payment.
This will launch a pop-up where you can enter the details of the payment. You can edit the payment method and amount. Depending on the method there are other relevant fields as well such as check number. If the client has just made a partial payment, you can enter a partial amount and the invoice won't show PAID until the invoice has been paid in full.
When a payment has been recorded in Jobber it will be listed at the bottom of the invoice and will show the payment date and amount paid. You will see the remaining balance of the invoice, as well as the client's full account balance.
Invoice statuses and actions
When an invoice is first saved, it will be in Draft status. It will not yet be included in your client's billing history, or visible in their client hub.
The next step is to select More Actions > Email to Client or Send Text Message located next to the More Actions button. This will send a copy of the invoice to your client with an option to view that invoice online. You can also click More Actions > Mark as Sent if you are printing a copy or the client doesn't need a copy. Marking an invoice as sent will remove it from draft status.
After an invoice is emailed, texted, or marked as sent its status will change to Awaiting Payment.
When you receive a payment from your client, you can click Collect Payment beside the More Actions button. When the invoice has been paid in full, the status will change to Paid. If the invoice is not paid within your payment terms it will show as Past Due.
If you are unable to collect a payment from the client, you can choose to mark the invoice as Bad Debt from More Actions > Close Invoice > As Bad Debt This will write off the remaining balance on the invoice so the client no longer shows as owing, it will also remove that amount from reports within Jobber.
Learn more about Invoice Statuses and Actions.
Invoice reminders
Invoice reminders are what trigger jobs to go into "requires invoicing" status. They are generated based on your settings when you create a job on how frequently you would like to invoice. You can set up jobs to remind you to invoice at the correct times using invoice reminders.
There are different invoicing options for one-off jobs and recurring jobs. One-off jobs will prompt you to invoice once the job is closed, whereas recurring jobs can be set up to remind you to invoice at different points throughout the duration of the job such as after each visit or at the end of the month.
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 check, go to the job. Then, scroll down towards the bottom of the page to the “billing” section. Click on the overdue invoice reminder. If you want to invoice, click “create invoice”. If you don’t want to invoice, click Edit > Delete. This will put the job into archived status.
Automatic payments
With automatic payments, clients who have a card stored on their profile through Jobber Payments are able to be automatically charged at the billing frequency that is set up upon job creation. Invoices will be automatically created and charged using Jobber Payments. Learn more.
Invoice follow-ups
Invoice follow-ups are a feature available on select plans.
These follow-ups automatically remind clients their invoice is past due by email or text and using Jobber Payments, give them an easy way to pay.