Invoicing & Payments

Most invoices are never typed from scratch — they're generated for you, and land in Draft waiting for a look before they go out. There are three sources:

1. A completed visit, on a job with no contract. Marking a job visit complete drafts an invoice automatically — one line item per service on that visit (falling back to a single line from the job's flat rate if it has no services broken out). Recurring, package, and project jobs can rack up many visits, so each one gets its own invoice. One-time and waiting-list jobs are guarded so a job whose services were split across several visits doesn't get double-billed once the whole job closes. The invoice description follows a fallback chain: the visit's own override, then the job-level override, then the service's own invoice description, then the plain service name.
   Materials ride along too. Any Product added to the job that's still Pending, or that a crew already marked Used in the field (inventory decremented, but not yet billed), gets swept onto this same invoice as its own line and flipped to Invoiced so a later visit on the same job can't bill it again. A product marked Used, not billed is deliberately skipped — that status exists for materials the crew used but shouldn't be charged for.
2. A contract's billing cycle. Any job linked to a contract is billed on that contract's schedule instead — visit completion never invoices it directly. A daily cron job checks every active contract with auto-generate on, and creates that month's invoice on its configured billing_day_of_month (clamped to the last day of a shorter month). A contract can also bill a month in advance, which shifts the invoice's dated month forward by one. The amount comes from that contract's per-month override if one is set, otherwise its flat monthly amount. This is idempotent — it checks for an existing invoice on that contract for the billing month before creating another.
3. Manual creation. You can always build one by hand from Accounting → Invoices, independent of any job or contract.

Shared stops bill once. When two crews work the same stop (Dispatch Board guide: "Two crews on one stop"), only the lead crew's visit creates the invoice. The added crew's visit carries no revenue and its Invoice button is hidden; if you try to invoice it by another route you're pointed to the lead's invoice.

Every invoice gets a number the first time it is saved as anything other than a draft, printed or emailed. A new company starts at #1 and counts up on its own; estimates and tickets are numbered the same way, each from 1. Companies created before this change keep their existing numbers.

• Coming over from another system? Go to Settings → Accounting → Invoice Numbering, enter the number the next invoice should have (for example 1048) and click Set number. New invoices continue from there; existing invoices keep their numbers. Your estimates and tickets keep counting from their own highest numbers. Admins, managers and anyone with the Accounting, CRM or Company settings permission can change it. Until you set a number, an existing company's card shows "assigned automatically".
• Landscapt never reuses a number an existing invoice already has, so if you pick a number inside your existing range it skips the ones in use. You can still type a number by hand in an invoice's header; the same no-duplicates rule applies.
• Other defaults for a new company. Sales tax starts at 0% (set yours under Settings → Accounting), the card processing fee starts off, the company timezone is taken from the browser at sign-up (change it in Settings → Organization), and the Reply-To address on invoice, estimate and automated emails starts as the sign-up email so client replies reach you.

When a completed visit drafts an invoice, each line item carries a taxable flag and the invoice picks a tax rate, so the tax the client agreed to on the estimate is the tax that shows up on the bill:

• Which lines are taxable. A job's services are taxable or not according to the service catalog — unless the job was converted from an estimate, in which case they follow the estimate: services converted from an estimate that carried sales tax are taxable, and services from an untaxed estimate are not.
• Which rate applies. A job converted from an estimate uses that estimate's tax rate. Any other job uses the client's default tax rate. Tax is computed on the taxable lines only.
• Tax-exempt clients. A client whose Client is taxable box is unchecked is never taxed on invoices drafted from jobs, snow invoices or project milestone invoices, whatever default rate is stored or what the estimate carried. Opening and saving such an invoice keeps its tax at 0%.
• Wording on the line. The invoice line uses, in order, the visit's invoice description, the job's, then the service's. A package job takes the package's Invoice Description, and a job converted from a single-line estimate takes that line's custom Invoice Description (a job converted from several lines keeps each service's own wording).
• Appending visits to an open draft. If a client is billed monthly and a second completed visit lands on an already-open draft, the draft's tax is recomputed from all of its taxable lines at the invoice's rate — the appended visit is taxed too, not just the first one.

• No blank line items. An invoice can't be saved with only empty lines — Save is refused with "Add at least one line item with a description or amount before saving this invoice." Every line that's kept needs a description or an amount; rows you added and left blank are dropped.
• Every line bills a service. Each line has a service dropdown, and Save is refused until every line has one — there are no free-form lines. The service decides where the revenue lands in reports and which commission rate applies (see Commissions). Lines created from visits, estimates and contracts get their service automatically, and a line left without one shows in amber. The exception is an other charge (a fee such as a late fee), which is labelled “Other charge” and doesn't need a service.
• Sale type. The header's Sale Type (New sale or Renewal / existing account) decides which commission rate applies. Left blank, it uses the job's, contract's or estimate's, then counts as a new sale.
• Abandoned new invoices don't linger. Opening New Invoice creates a draft immediately so you can start adding lines; if you close the sheet without saving anything, that empty draft is removed rather than left on the client's Uninvoiced list.
• Undeliverable email addresses. If the mail provider rejects the client's address when you email an invoice (a malformed or unroutable address, a rate limit, a provider outage), the error you see is the provider's own reason — not a generic "failed to send" — so you can tell a typo in the client record apart from a problem on the sending side.
• Where invoice emails go. If the client has a Billing Email (Client > Edit > Billing), invoices and account statements go there; with none, they go to the primary email. The send dialog pre-fills that address and you can still type a different one. An address that has hard-bounced is left off (CCs too) and the invoice goes to the remaining addresses; if every address has bounced, the send is refused and names the address. Typing a corrected address sends normally, and Clear bounce on the client lifts a bounce once the mailbox works again.
• Pay Now needs online payments set up. The emailed invoice carries a View & Pay Invoice Online button, and the [paymentlink] merge tag (in invoice emails and invoice automations) renders a Pay Now button. Until your company has connected Stripe and finished its setup, both say View Invoice instead and still open the online invoice, the attached PDF says "View Online" rather than "View & Pay Online", and the online invoice page shows a note asking the client to contact you to pay instead of a Pay button.
• Emailing locks the invoice. An invoice is locked the moment it is emailed, including when you email several at once from the Invoices list, so the amounts the client received can't be edited underneath them. Unlock it first to change it. A locked invoice can't be deleted until you unlock it, and an invoice with payments applied can't be deleted at all: the check runs before anything is changed, so a refused delete leaves the invoice exactly as it was.
• Voiding or deleting an invoice releases its materials. Job materials that the invoice billed go back to Pending (and the stock they used is restored), so they can bill again on a replacement invoice instead of staying marked Invoiced against a dead one. The voided invoice keeps its lines for the record.
• Every issued invoice has a number. A draft that was never saved (for example one started from a job or estimate) is numbered at the moment you email or print it, so the client never receives an invoice with no number.
• Terms and due date on hand-created invoices. An invoice you create from a job, from an estimate or from scratch takes the client's default payment terms (the organization's when the client has none) and gets its due date from them, so a Net 30 client's invoice is due in 30 days and the past-due reminders fire. A due date you type yourself wins.
• Percent discounts follow the line. A line discount entered as a percent stays that percent when you change the quantity or rate, rather than freezing at the old dollar amount; a flat-dollar discount stays put but can't exceed the line total. The on-screen totals are calculated the same way Save stores them, and Enter Payment always offers the invoice's current balance with a fresh method, date and reference.
• The online invoice page. The client's link always shows the invoice. When it can be paid it has a Pay button; otherwise a note replaces the button: "This invoice has been voided", "This invoice isn't ready for payment yet" (a draft) or "This invoice has no balance due" (paid or zero balance). A failed payment attempt shows its error next to the button without hiding the invoice.
• The manual Invoice buttons won't double-bill. The dispatch board's per-visit popup and the job detail page's Invoice button both check for an existing invoice first — a visit or job that's already been invoiced shows View Invoice #N instead and takes you straight there rather than creating a second, duplicate draft.
• Products need a Service first. Adding a Product to a job requires picking which of the job's Services it belongs to — the same rule Estimates already follow. Add Product is disabled (with a hint) until the job has at least one Service on it.
• Invoice and estimate email templates live in Documents, not a dedicated Email Templates settings page — Settings still has an Email Templates panel, but it's now just a pointer card to Documents, where invoice, estimate, client, and chemical-notice templates are all built with the same block editor.
• Printing several invoices at once produces one PDF. Selecting multiple rows on the Invoices list and choosing Print Selected combines them into a single multi-page PDF in one tab — it no longer opens a separate print popup per invoice (the same change applies to Estimates' own Print Selected). Each PDF holds up to 100 invoices; a larger selection opens one tab per 100. Only the invoices that made it into a PDF are locked and marked Printed — if one can't be loaded, a message says how many were left unchanged.

In Settings > Accounting > Invoice Templates, each template has two optional checkboxes:

• Add chemical application record adds a Chemical Application Record page to the invoice PDF: product, EPA #, ratio, areas, amount, method, targets, re-entry and applicator for the visits the invoice bills. Only applications that count as applied appear — a chemical preloaded at the planned amount stays out until the crew or office confirms it. Used on the emailed PDF too.
• Include technician completion notes puts the notes the crew wrote when completing each billed visit into the invoice's Notes section (several visits are prefixed with the visit date). Customers will see exactly what the crew wrote, so leave it off unless your crews write customer-ready notes.

You can attach photos to an invoice — a before/after of the work, a damaged item, proof of service. Attached photos print on extra pages at the end of the invoice PDF and show as a gallery on the client's online invoice page.

• Where to add them. Open the invoice's Photos tab, or expand Photos to include (PDF and online invoice) in the email dialog so you can pick them at send time. Both are the same list.
• Three sources. Add from job / visit photos shows photos from this invoice's visits and jobs, plus Job Photos jobs linked to the client or project. A Job Photos job created with only a customer name won't be linked, so use the picker's search box (or Use client name). Upload adds new images straight from your computer or phone.
• Captions and removal. Each photo has an optional caption, and the trash icon removes it from the invoice (the original job or visit photo is untouched).
• Limits. Up to 12 photos per invoice, images only (videos and PDFs stored with job photos aren't offered). iPhone HEIC photos are converted to JPEG automatically, and large phone photos are shrunk before upload. Only JPEG and PNG print in the PDF, and very large photos may be left off the PDF to keep it small enough to email — they still show on the online invoice page. Print Selected (bulk print) leaves photos out.
• Who can edit. Attaching, captioning, and removing needs the permission to send invoices or to add/modify invoices.

Other charges are a catalog of standard fees you add to invoices — a late fee, trip charge, fuel surcharge, returned-check fee and so on. They're separate from services, so they don't need a service and don't earn commission.

• Set them up in Settings > Accounting > Other Charges. Each has a name, a description (what prints on the invoice), an amount, and a Taxable switch. The amount is either a Fixed $ figure or a % of invoice (a 4.5% fuel surcharge, say). Turn a charge off to stop offering it without losing the invoices it's already on.
• Starting from scratch? While the list is empty, click Add common charges to add nine standard fees (Bond Fee, Credit Card Processing Fee, Fuel Surcharge, Interest, Late Fee, Local Agency Fee, Permit Fee, Returned Check Fee, Trip Charge) at $0.00, not taxable. Set the amounts you actually charge and delete or turn off the ones you don't.
• On one invoice, open Add Line Item; active charges are listed under an Other Charges heading below your services. The line is a normal line — edit its amount, quantity or taxable flag like any other. Changing the catalog later never changes lines already on invoices. A percent charge is worked out when you add it, from that invoice's service lines (each line after its own discount; other charges and the invoice discount aren't counted), and the line prints with the percent, e.g. “Fuel Surcharge (4.5%)”. It's a fixed dollar line from then on — it doesn't change if you edit the services afterwards. With no service lines yet there's nothing to take a percent of, so it isn't added.
• On many invoices at once, tick them in the Invoices list and choose Actions > Add Other Charge…. Pick the charge, adjust the amount or percent if this run needs a different one (it must be more than zero), and it's added to every selected invoice and their totals recalculated. A percent charge is worked out separately on each invoice, so every invoice gets its own dollar figure; invoices with no service lines are skipped. Locked and void invoices are skipped, and the result tells you how many were. You need the Add / modify invoices permission.

• Columns menu. Besides the usual Invoice #, Status, Client, dates, Total, and Balance, you can show Account Balance (the client's true balance, net of credits and prepayments — green when the client is in credit), Prepay, Credits (hidden until you turn it on), Payment type, Sent / Printed, and Frequency.
• Sent / Printed shows where each invoice stands on getting to the client: a draft shows the queue it's waiting in (To Email, To Print, or To Email & Print, from the client's invoice-delivery preference); anything issued shows Sent or Printed.
• Frequency is the contract billing cadence (Weekly, Bi-weekly, Monthly, Quarterly, Annual); an invoice not tied to a contract reads One-time.
• Payment type shows Credit Card or ACH when the client has an autopay card or bank account saved (that's what puts the invoice in the To Charge queues), otherwise the invoice's own preferred method, then the client's default.
• Filters. Click a filter label above the table. Date takes a from/to range (either end can be left open), Balance takes At least / At most / Exactly with a dollar amount, and Status and Payment type are pick-from-list. The Status filter matches what the Status column shows, so a past-due Sent invoice is found under Overdue.
• Sorting and layout. The list opens sorted by invoice number, and Status, Account Balance, Prepay, Credits, Payment type, Sent / Printed, and Frequency can be sorted too. The table fills the page width, and row actions appear over the right edge of a row on hover instead of taking their own column.

The Payments page uses the same range filter: filter by Date with a from/to range. It opens on Last 30 Days; the All tab shows every payment regardless of age, and Deleted shows removed payments. Searching or filtering on a column also looks past the 30-day window, so an older payment is never hidden from a search.

Five statuses form a straight line; two more are side states that sit outside it — they describe an invoice's condition rather than a step it passes through.

Draft → Sent → Viewed → Partial → Paid is the path a normal invoice walks. Overdue and Void can layer on top of (or, for Void, replace) wherever an invoice sits in that line — Draft, Paid, and Void invoices are never shown as Overdue no matter how old their due date gets.

On the Invoices list, tick two or more invoices and choose Merge / Consolidate Invoices from the actions menu. What happens depends on whose invoices you picked.

• Same client (merge). You pick one invoice to keep; the others' line items move onto it and they're voided. Locked invoices can't be merged.
• Sub-accounts of one parent (consolidate). To bill a property manager for several properties together, select the invoices from the sub-accounts and choose the same action. It creates one new invoice on the parent account. Each line is tagged with its sub-account name in brackets, so the customer can see which property it belongs to. Every line keeps the tax it was already charged, so sub-accounts with different tax rates stay correct (the invoice's tax rate shows a blended figure when they differ). The original invoices are voided and linked to the new one. The new invoice starts as a draft: review it, then print or send it like any other.

Consolidating is blocked for locked invoices, invoices already synced to QuickBooks, invoices with a bank payment still processing or an open dispute, and invoices where a sub-account has already made a payment (a payment stays with the account that made it). Payments the parent made, such as one check covering several properties, move onto the new invoice.

A payment is its own record — not a field on the invoice — so one payment can be split across multiple invoices for the same client in a single entry (useful when a client pays one check against several open invoices at once). Each payment stores a method:

What counts as "collected." Payment reports and every "Collected" or "Payments" figure (Payment Audit Summary, Invoices and Payments, P&L Cash Basis, the Cash Collected KPI, dashboard gauges) count only cash payments: an AR Write-off zeroes a balance without money changing hands, so it is excluded, and so are account credits applied from a previous overpayment. Amounts are also net of refunds — a $500 card payment refunded $100 counts as $400 collected. In the Custom Analysis builder the Payments dataset exposes this as the Cash Received, Account Credit, and Net Amount (after refunds) columns.

A payment can only be applied to an issued invoice. Draft invoices are still uninvoiced work and Void invoices are dead, so neither appears in the allocation list — send or print the draft first, then apply the payment.

Overpayments never push an invoice negative. A payment applies to an invoice only up to that invoice's remaining balance; anything beyond it stays on the payment as unused credit. If you type more than the balance into an allocation box it's capped on the spot ("Capped at this invoice's balance — the rest stays as unused credit"). An $80 check against a $55 invoice marks the invoice Paid at $55 and leaves $25 unused; that $25 shows up on the client as Credits and can be applied to a later invoice — it isn't lost and it isn't reported as "Paid −$80." The same limits are enforced on the server: an invoice can never be allocated more than its total, and a payment can never allocate more than its own amount.

Enter Payment records; Collect Payment charges. The invoice's Enter Payment dialog only records money you already received — a check, cash, or a card swiped on a separate terminal. Choosing a credit card or ACH method there does not charge anything. To actually charge a card or bank account, use Collect Payment, which is available once Stripe is connected under Settings > Accounting (ACH also needs the ACH setting turned on). When Stripe is connected, Enter Payment also offers a Charge a card or bank account instead shortcut that opens Collect Payment; when it isn't, the dialog says so.

Changed the invoice total after opening Collect Payment? The dialog always charges the invoice's balance as of when you click Continue. If you close it and edit the invoice, or the total changes while it's open, it starts over from the new balance. Open it again and the Balance Due shown matches the invoice.

Writing off a balance. The invoice's Enter Payment dialog offers AR Write-off (non-cash) alongside the real payment methods. A write-off is capped at the invoice's balance ("A write-off can't exceed the invoice balance") and, because no money changed hands, is excluded from every cash collected figure — see "What counts as collected" above.

Zero and negative payments are rejected. A payment amount must be greater than $0.00 ("Payment amount must be greater than $0.00").

Typing amounts. Currency fields — payment allocations, contract amounts, employee rates — keep exactly what you type while you're in the field and format it (e.g. 55 → $55.00) when you leave it. Nothing is reformatted mid-keystroke, so "55" can't turn into $5.01 on the way in.

Applying (or un-applying, if a payment gets edited) an allocation goes through a single database function that locks the invoice row, recomputes its balance, and derives the new status in one atomic step — so two payments landing on the same invoice at nearly the same moment can't silently overwrite each other's balance update.

An invoice for a fall cleanup goes out at a $500.00 total.

1. Invoice sent: total $500.00, amount paid $0.00, balance $500.00 — status Sent (or Overdue, once its due date passes unpaid).
2. Client pays $200.00 by check. You record a $200.00 payment allocated to this invoice. Amount paid becomes $200.00, balance becomes $300.00 — since the balance is still above $0.00, status flips to Partial.
3. Client pays the remaining $300.00. Amount paid reaches $500.00, balance hits $0.00 — status flips to Paid.

If the client had instead underpaid — say $220.00 against that $300.00 remaining balance — the invoice would stay Partial at an $80.00 balance; a later short payment doesn't skip straight to Paid just because a lot has accumulated. Only a balance that reaches exactly $0.00 (or is written off, or the invoice is voided) closes it out.

And if the client overpaid — a $350.00 check against that $300.00 balance — the invoice takes $300.00 and flips to Paid; the extra $50.00 stays on the payment as unused credit, listed under the client's Credits until you apply it to the next invoice.

You don't have to remember it's there. Any issued invoice with a balance shows a prompt when that client has unapplied money on them — an overpayment, a prepayment, or a deposit taken when they accepted a proposal — with an Apply to this invoice button. It uses the oldest money first and never applies more than the invoice still owes, leaving any remainder for next time.

• Discount can't be negative and can't exceed the invoice subtotal. Anything higher is clamped to the subtotal when you leave the field, and if you remove lines after entering a discount the preview total never goes below zero. Tax is calculated after the discount is taken off the taxable lines.
• Tax rate is limited to 0%–100%.
• Line quantities can't go below zero. On jobs, a blank, zero, or negative quantity falls back to 1.
• Voiding. An invoice with payments applied can't be voided. The Void button is greyed out and hovering it says to refund or unapply the payments first. Sent and printed invoices can still be voided.
• Disputed invoices. When a client's bank opens a chargeback on a card payment, the invoice is flagged while the dispute is open: it drops out of the To Charge queues, and Charge Saved, Charge All, and the pay links refuse it ("This invoice has a payment dispute open. Resolve the chargeback before charging it again."). If the dispute is won the money comes back, so charging again in the meantime would collect twice. The flag clears when the dispute closes.
• Charge and Void buttons on the Invoices list, when disabled, show why on hover — for example a card charge or bank debit that's still processing (bank debits take a few business days to settle), or payments that must be refunded before voiding.

Example. A commercial property manager emails: “please put PO# 4521 on the invoice, our AP system needs it to pay you.” That's their own internal purchasing reference, not anything from your side. You:

1. Open the invoice, edit the PO Number field, and type 4521.
2. It prints on the invoice PDF (labeled “PO Number” / “PO #” depending on the PDF template) so their AP department can match it against their own system.
3. Nothing else happens — no requisition, purchase order, or vendor record is created or touched. A job or contract can also carry its own po_number, which flows onto invoices generated from it the same way.

If you actually want to know what a job or project cost you in vendor materials — reconciling against real Equipt/PO purchase orders, not a client's AP reference — that's a different mechanism entirely: assign the PO line item's Project field to the matching CRM Project, rather than trying to tie a line item to a specific job or invoice. Cost tracking rolls up at the project level, so that's where to look to see what a project actually cost in purchased materials — not on the invoice.

Collecting payment straight from the invoice — a saved card or bank account, Autopay, bulk “Charge All” runs, processing fees — is its own workflow, covered in full in the in-app Online Payments (Stripe) documentation. Short version: connect a Stripe Standard account under Settings → Card Payments, save a card or ACH bank account per client, and charge it via “Charge Saved” or a fresh entry. Autopay is a separate toggle from simply having a saved payment method on file. A processing fee is added automatically to card charges (not ACH) and can be waived or overridden per charge; fees post to the P&L as “Credit card processing fees” income.

See the Support / Docs section in-app for the full walkthrough.

Snow jobs don't go through any of the flow on this page — no auto-invoice on visit completion, no contract billing cycle. Snow is billed through its own dedicated flow at CRM → Accounting → Snow Invoicing, built around per-inch and per-hour storm rates instead of flat job/service pricing.

See the Snow Invoicing guide for the full walkthrough — this page won't re-cover it.

• Deleting a synced invoice. An invoice that has been sent to QuickBooks can't be deleted. Void it instead so QuickBooks is updated too.
• Consolidated due date. A consolidated invoice's due date is worked out from its own date and payment terms, so it isn't overdue the day it's created.
• Charge from the list. Charge in the Invoices list asks for confirmation, showing the client, amount, invoice number and saved card. On a touch screen the row's Open, Charge and Void buttons sit in their own column instead of covering the row.
• Won chargebacks. When you win a dispute on a payment that was split across several invoices, the money goes back onto those invoices (up to each one's balance), with anything left over as account credit.