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There are 4 ways to make an invoice in the Jobber App:
- Marking a visit complete
- From a client under the billing tab
- Creating an invoice from the quick create menu
- From a job in 'Requires Invoicing' status
Create an invoice by marking a visit complete
In the app, invoicing is triggered when a visit is marked complete. To mark a visit complete, click on the visit in the schedule then click Mark Complete. You'll then get the option to invoice now, or invoice later. If you choose invoice later, the job will go into Requires Invoicing status and can be invoiced for later. Tap Invoice Now, to start creating an invoice.
The prompt to invoice when a visit is complete depends on how the job is set up:
- If you have a One-off job, the option to Remind me to invoice when I close the job needs to be checked for the job in the edit screen. Then Jobber will ask you to invoice when you mark the visit complete in the app.
- For Recurring Jobs, the invoice schedule needs to be set to invoice After Each Visit.
After tapping Create Invoice Now, you will see a draft invoice with the same line items that were on the job.
They payment terms are filled in automatically based on your settings, but they can be edited in this invoice will have a different due date than the default. If you need to make any changes to the invoice, click the Edit button in the top right corner. You can also edit the tax rate for this invoice and add a client message.
If you have any invoice custom fields, they will appear in the Additional information section.
After you have the invoice filled out, you can tap Save in the top right corner.
Create an invoice from a client's profile page
To make an invoice from a client in the app, tap Search at the bottom of the screen. Then use the search by to type in the client's name and search for them. Tap their name, then tap on the Billing Tab. Here you will see a New Invoice button. Tap this to make a new invoice for the client.
Note: This invoice will not be associated with any jobs.
On the next page you can fill in the line items for the invoice by tapping Add Line Items.
You can also edit the payment terms, fill out invoice custom fields which appear in the Additional information section, update the tax rate, and add a client message.
Once you have the invoice filled out, you can tap Save.
Create an invoice from the quick create menu
You can create an invoice from the quick create menu, which you can access by clicking the green plus sign in the bottom right corner of the app.
Creating an invoice from this menu creates a one-off invoice. That means that it's not associated with a particular job the way it would be if the invoice was made by completing a visit.
The app will prompt you to select a client. Then you can add additional information like the issued date (if you leave this drop down blank, the date the invoice is sent will be populated here) and the payment terms. If you have any invoice custom fields, they can be filled out in the additional information section.
Since this is a one-off invoice, no line items are pulled from an existing job. You will need to manually add the line items by clicking the green Add Line Item button. When you add a line item, you can adjust the name, description, quantity, unit price and cost.
If you need to add any discounts (either as a dollar amount or a percentage), it can be added below the subtotal. You can also select an existing tax rate or create a new tax rate by choosing the option for new tax rate from the tax dropdown. The total of the invoice will reflect any discount or taxes added to the invoice. There is also a field for a client message that you can use to add any other relevant information to the client.
Create an invoice from a job in 'Requires Invoicing' status
If a job is in 'Requires Invoicing' status, an invoice can be generated from the job overview in the app. Jobs are put into required invoicing status based on the invoicing frequency that you set up while creating a job.
Tapping Generate Invoice will pull the line items from the job directly onto the invoice if the job was created without a repeating schedule, as a one-off job.
If your job has been created with a repeating schedule (also known as a recurring job) and also with visit based billing, tapping Generate Invoice will bring you to a list of visits that haven't been invoiced for yet. Here you can check off which visits you'd like to include on the invoice.
The list will show the schedule date of the visit as well as when it was completed. Visit statuses such as upcoming, completed, and overdue will also appear.
Once you have selected the visits to be included on the invoice, tap Next.
The line items from the visits will be pulled onto the invoice, as well as the service date for each line item for jobs with a repeating schedule.
Review and send invoice
Once you hit save on the invoice you've just created, the invoice will be in 'Draft' status, so any edits can still be made before the invoice is sent to the client. Once an invoice has been sent to the client, the status will change from 'Draft' to either 'Awaiting Payment' or 'Past Due' depending on when the invoice due date is.
When you're ready to send the invoice, tap More Actions > Review and Send. Before the invoice is sent, this shows what the invoice will look like to your client when viewed in client hub. The invoice email or text message will prompt your client to view the invoice in client hub where they will be able to interact with it, including making a payment or downloading a copy of the invoice PDF.
If you need to make any updates, tap the back arrow to exit the preview. If it all looks good, tap Next then select either Send by Text Message or Send by Email.
For both text messages and emails, the recipient that is selected by default will be either the client's primary phone number (must be text message enabled to send a text) or their primary (starred) email address.
If sending a text message, you can change the number this text is going to by clicking Add New Number and typing in a new one, then deselecting the already selected number.
For emails, to add or change the recipient, deselect the pre-populated recipient and use the Add option to pick enter a new email address or number. You can choose to add an email address or send yourself a copy, which is sent as a BCC.
Both emails and text messages are based on the templates that you have set up from Settings > Templates in Jobber Online. However, if you need to add in any extra information that's unique to this invoice, the email or text can be edited before sending it to the client. The link to client hub in the text message to view the invoice cannot be edited or removed.
If you are sending the invoice by email and you would like to add additional documents to the email, tap Add Attachments to upload files from your device. By default, the invoice PDF is not included as an attachment but if you would like to send it along with the email, in the Add attachments screen check the box for the invoice PDF to send it as an attachment.
Note: There is a 10MB size limit for attachments sent by email.
The primary action on an invoice is to collect payment. Tapping Collect Payment prompts you to enter the details about how the client paid.
If you have Jobber Payments turned on in your account, when you tap Collect Payment, you can select "Credit Card" as a method, and process a credit card payment through the app. Learn more about Jobber Payments in the App.
If your client is paying with cash or check, you can select these as payment methods to show that this has been collected from the client. For any other payment method, select "other". Once all the details been entered, tap Save.
Collect a signature
Click More Actions > Collect Signature to have the client sign the invoice. A PDF of the signed invoice is saved as a note on this invoice.
Deleting an invoice
If you need to delete an invoice from the app, navigate to the invoice and click Edit. Scroll down to the very bottom of the invoice and tap the text for Delete Invoice. You will be asked again to delete the invoice, so if you accidentally tap that button you can still back out of it. To permanently delete the invoice, tap Delete.