Invoices in the Jobber App Updated August 29, 2023 20:51

Overview

You and your team can run your day-to-day operations from anywhere with our iOS and Android mobile apps. Available on the Apple App Store and Google Play Store.

An invoice is a statement of what your client owes you after you complete a job or service visit. It describes what products and services your company provided, how much they cost, how much is due and when, and how your customer can pay you. Using the Jobber mobile app, invoices can be created, sent, and paid while you're still on-site. 

Create an invoice

There are multiple ways to create an invoice in the Jobber App:

• Creating an invoice from the quick create menu
• Marking a visit complete
• From a job in "requires invoicing" status
• From a client's profile

Create an invoice from the quick create menu

One way to make an invoice is 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.

Tap the + icon, then select Invoice.

Invoices created from the quick create menu are not linked to any jobs or visits. This means that they will be blank and you'll have to fill out the information on them, including the client. Invoices created from the quick create menu are associated with the client's billing address, they will not have the property address on them since the property address comes from the job.

Jump ahead to the building your invoice section to learn more about filling out the fields on an invoice.

Create an invoice by marking a visit complete

Depending on the invoicing frequency you set up when creating a job, you might be prompted to invoice after completing a visit in the app. Here's how to set up your jobs to see this prompt: 

• For one-off jobs, the option to Remind me to invoice when I close the job needs to be enabled. When the final visit in the job is completed, you will be prompted to invoice.
• For recurring jobs, the invoice schedule needs to be set to invoice When a visit is marked complete.

Learn more about how to set up Jobs in the Jobber App.

To mark a visit complete, click on the visit from the schedule then click Complete Visit. You'll then see a prompt with options to Invoice now, or Invoice later. If you choose to invoice later, the job will go into Requires Invoicing status and can be invoiced for later. Tap Invoice now, to start creating an invoice. 

After tapping Invoice now, you will see a draft invoice with the same line items that were on the job.

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. Jobs are put into required invoicing status based on the invoicing frequency that you set up while creating a job. 

Tap Generate Invoice to create a draft invoice. The invoice will be created with the line items from this job. 

If your job was created with a repeating schedule (also known as a recurring job) and 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 select which visits you'd like to include on the invoice. Visits can be filtered by their status including all statuses, late, completed, and upcoming. To filter, tap the buttons at the top of the page.

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.

Create an invoice from a client's profile

Navigate to a client by tapping Search from the bottom menu and then searching the client name or selecting them from the list. From the client's profile, tap + Create, then select New invoice. This invoice will already be assigned to the client it was created from.

Every client profile starts with the client's name (or the company name), followed by their client balance. The balance matches the billing history box in jobber.com where you can see an overview of the client's invoices, payments, and deposits.

Building your invoice

No matter how you're creating a new invoice, it will be created as a draft invoice and it will stay as a draft until the invoice is sent (or marked as sent in jobber.com). Depending on how the invoice was created, there may be some fields already filled in from the job but these can be edited if needed.

• Client:
  • Tap + to add a client to this invoice. 
  • Note: If you are creating the invoice from a visit or job, the client will already be filled in with the same client from the visit or job and cannot be edited
• Overview:
  
  • Enter an Invoice title to add a subject line for the invoice. 
  • By default the Issued date will be the date the invoice is sent to the client. However, this can be edited to be a Custom date where you can select another date from a calendar.
  • Enter the Payment due date. By default this will be the payment terms you've set up in jobber.com from Settings > Work Settings, however it can be updated for this invoice. 
  • If you have any invoice custom fields, these can be filled out from the overview.

• Work
  • Line items:
    • Tap + to add line items to this invoice
    • To edit line items that have already been added to the invoice, tap the line item. Fields that can be edited include the line item name, description, unit price, quantity, and service date.
    • To add a line item to this invoice, select a one from your products and services list or add a custom line item by tapping the + icon in the top right. Enter a name, description unit price, and quantity for this line item. These line items are shown in the same order they appear in jobber.com from Settings > Products & Services. Use the search bar to quickly find and select from your products and services. 
    • Tap each line item to select it. Multiple line items can be selected at once to add to the invoice. If you add too many line items, tap the checkbox next to the selected line item to deselect it, or tap Deselect All to undo all your selections. 

• Discount:
  • Tap Discount to add a discount to this invoice either as a Percent (%) of the invoice subtotal or a Fixed ($) dollar amount.
• Tax rate:
  • If you have a default tax rate set up for your account, that will appear. However, if your client's property has a tax rate associated with it, that will be used.
  • Tap the tax rate to open a menu with options to Remove tax rate or Replace with another. When replacing a tax rate, you'll have options to Create tax rate an search from a list of your already created tax rates. Tax rates can be set up in jobber.com from Settings > Company Settings.
• Total:
  • The total is calculated automatically based on the sum of the line items, discounts, and tax rates.

• Online payment settings:
  • If your account is set up to accept bank payments, you will see a section for online payments. Toggle Accept credit card payment and/or Accept bank payments (ACH) to set the payment methods you'll accept for this invoice. 
    • Note: When enabling bank payments, you will see your bank payment (ACH) transaction limit. If the total of the invoice or quote deposit is greater than the remaining limit, bank payments will be disabled as an online payment option. 
• Client message:
  • Tap + to add a client message. This might be a note to your client thanking them for their business, any other details about the work that you performed, or information about how to make a payment.

If the invoice was created from a visit or job, there will be some fields already filled in based on the information from the job. These fields are:

• Client
• Created from job # 
• Property details:
  • Billing address
  • Property address

Review and send invoice

Your invoice will remain in draft status so you can continue making edits until the invoice is sent. When you're ready to send the invoice, tap Review & Send.

This will open a preview of the invoice so you can see a sneak peek of how it will look when your client views the invoice in client hub. In client hub your client will be able to interact with it, including making a payment or downloading a copy of the invoice PDF.

Tap Next to open a menu with options to Send by text message or Send by email.

Send by text message

Select Send by text message to text your client a link to the invoice. If the client's primary (starred) phone number can receive text messages, that phone number will already be filled in as the recipient of this text message. To send the invoice to additional people, enter each of their phone numbers as well. When adding phone numbers, the client's phone numbers will appear from a list however additional phone numbers can be added.

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. Any additional phone numbers or email addresses can be added manually, or you can select from the phone numbers or email addresses listed on the client's profile. 

There is a default message that is sent with the invoice that is set up in jobber.com from Settings > Emails and Text Messages. This message can be customized for this text message only in the Text invoice preview screen, so you can add in any additional details. Text messages have a limit of 1600 characters. Learn more about Emails and Text Messages Settings.

Note: Any recipients of this text will be able to view the invoice in client hub and will also receive invoice follow-up texts as well.

Send by email

The client's primary (starred) email address will already be filled in as the recipient of this email. To change the recipients, tap the X to remove any already entered recipients, then enter the new email addresses(es). Any email addresses that are listed on the client's profile will be available to select from a list, or you can enter a new one. 

Note: Any recipients of this email will be able to view the invoice in client hub and will also receive invoice follow-up texts as well. CC'd recipients will not receive follow-ups.

Tap ... to add a CC for this invoice or to change the reply-to for this particular invoice. If the client replies back to the invoice, the reply will go to the email address listed for invoices in Settings > Emails and Text Messages Settings in jobber.com. Learn more about Emails and Text Messages Settings.

This settings page is also where you can set up the template for the message in the body of the email. However, if you need to customize the template message to have information relevant to the invoice you're sending, the email can be edited from the previous Email invoice preview screen in the app before it is sent.

Turn the toggle for Send me a copy to ON to BCC the email address that you log into Jobber with a copy of the emailed invoice.

If you are sending the invoice by email and you would like to add additional attachments to the email, from the attachments section tap + 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.

Tap Send Email to send the recipients the email. 

After you send the invoice to your client the status will change to "Awaiting Response". To send the invoice again, tap Resend. 

Edit the invoice

Invoices in any status can be edited before or after they are sent to your client. To edit a field on your invoice, navigate to the invoice, then tap the field you wish to edit. The fields that can be edited are:

• Line items
• Discount
• Tax
• Payments
  • On an already created invoice there is a field for Payments where you can add payments that have already been collected to this invoice balance. Tap + to add a payment on this invoice.
• Online payments settings
• Client message
• Overview
  • Invoice total
  • Invoice number
  • Issued date
  • Payment due date
  • Invoice custom fields

Once the invoice is created, there are some fields that cannot be changed. These are:

• Client
• Created from job # 
• Property details:
  • Billing address
  • Property address

Collect payment

If you are getting paid in person, tap Collect Payment to record the payment details from your client or charge a card using Jobber Payments. If you are not getting paid in person, your client can pay online later through Jobber Payments. 

Next, you'll see the Collect payment screen. The invoice total will already be entered, however this can be edited to collect a partial payment rather than the full invoice balance. Tap Payment amount to change how much you're collecting.

Choose the client's payment method by tapping Select. 

There are several payment method options:

• Credit card (through Jobber Payments)
  • If the client has any saved cards on file, select from those cards rather than entering the card details manually.
  • To charge a new card, select Add new card to enter card details and charge the client's card through Jobber Payments. To save the card for future use, enable the toggle for Keep this card on file. 
• Jobber card reader
  • We also offer a Card Reader which allows your clients to pay via Apple or Google Pay as well as by credit card. With the card reader we are also able to offer at 0.2% discount on your credit card fees for transactions processed through the card reader. 
• Offline payment methods including cash, check, bank transfer, money order, or other 
  • Note: The offline payment methods create a record that you've accepted payment outside of Jobber, you are not charging the client by selecting one of these methods. 

After entering your payment method, to add any other information (such as the date, check number, etc) tap the Details field. 

Once all the details been entered, tap Collect Payment.

Tap View receipt to view the receipt from this payment. From the receipt, tap Email receipt to send your client a copy of the receipt. Clients are also able to see their payment receipts in client hub, so if they need a record of this receipt in the future, they can download or print it from client hub. 

Note: In jobber.com, from the Gear Icon > Settings > Jobber Payments, there is a setting for Email my client a receipt after every successful payment or refund. When this is turned on, if your client pays via Jobber Payments they will automatically receive a receipt so you don't need to worry about manually sending them one. The button reads Resend Receipt when you've already sent a receipt to this client, with the receipt sent date listed down below.

Tap Done  to navigate back to the invoice.

The paid date for the invoice will now appear in the invoice header.

Payments on an invoice balance will be reflected in the Payments section of the invoice. This includes both deposits and payments. 

Collect a signature

Click More Actions (...)> Collect Signature to have the client sign the invoice in person. A PDF of the signed invoice is saved as a note on this invoice.

A signature pad will open where your client can draw their signature with their finger.

Invoices list

To view a list of all the invoices in your Jobber account, navigate to the Search tab from the bottom menu. From the list, tap Invoices to view a list of your invoices. The list will show the most recent 100 invoices, but items beyond the most 100 recent can be pulled up from the search. You can search by using:

• Client name
• Client phone number
• Address
• Custom field entry
• Line item
• Invoice number
• Invoice subject line

Each invoice in the itemized list has a label for the status, so you'll know at a quick glance where each invoice is in your workflow. Invoices can also be filtered by status so you'll only see items of a particular status in the list. To filter by status, select Invoices to view the invoice status options. Tap the status for a list of items in that status.

The statuses an invoice can be in are:

• Draft: The invoice has been created, but hasn't been sent to a client or marked as sent
  • A draft invoice will move into the next status when it is sent (either by email or text message), or marked as sent. 
• Awaiting Payment: The invoice has been sent to a client, and has not been paid yet. The invoice due date has also not passed yet. 
• Past Due: The invoice is past its due date, and hasn't been paid for, or marked Paid
• Paid: A payment for the full invoice balance has been applied, or the invoice has been manually marked as Paid
• Bad Debt: An invoice in bad debt status has been deemed partly or fully uncollectible. Either part of the remaining balance or the full invoice balance has been marked as bad debt to close out the invoice and remove it from the client’s billing history. The invoice remains in Jobber for your records.

Deleting an invoice

If you need to delete an invoice from the app, navigate to the invoice and tap More actions (...) > Delete Invoice.