Invoices

At the top you'll see what's Owing to you, and how much of that is Overdue.

Click All, Unpaid, Overdue, Draft or Paid to filter the list.

Each invoice has a status:

• Draft: not sent yet. The customer can't see it.
• Unpaid: sent, and still owing.
• Paid: paid in full.
• Void: cancelled after it was sent.

The quickest way is from the job:

1. Open the job card.
2. Under Quotes and invoices, click Invoice.
3. The invoice is filled in from the time logged and materials used on the job. Add prices where they're missing.

Or, from an accepted quote, click Make the invoice. It's filled in from the quote.

Or, under Money, then Invoices, click the round + button to start from scratch.

Then:

1. Check the Customer and What it's for.
2. Check the lines. They work the same as on a quote. See Lines.
3. Check the Due date.
4. Add any Notes, for example "Thanks for your business!".
5. Click Save invoice.

If the quote had a deposit, the deposit is taken off the final invoice by itself.

If you're registered for GST, turn on Registered for GST in Business details. Your invoices then become tax invoices, with 10% GST added to each line.

A tax invoice must show your ABN. If yours is missing, TradieFiles reminds you to add it.

For a line that has no GST, untick its GST box.

If you're not registered for GST, leave the setting off. No GST is added.

1. Open the invoice.
2. Click Send to customer. The customer gets an email with a link to the invoice.

If the customer has no email address, the button says Mark as sent. Click it, then use Copy link or Text to send the link yourself.

Sending the final invoice moves the job to Invoiced.

Click Print to print it or save it as a PDF.

The customer sees the Amount due and the due date, then two ways to pay:

• Pay by card, if you've turned on card payments
• Pay by bank transfer, with your account name, BSB, account number and the invoice number to use as the reference. Each has a Copy button.

They can also print the invoice or save it as a PDF.

TradieFiles can chase unpaid invoices for you. Turn on Remind customers about unpaid invoices in Business details.

The customer then gets an email:

• 3 days before the invoice is due
• on the day it's due
• 7 days after, if it's still unpaid
• 14 days after, if it's still unpaid

To send one now, open the invoice and click Send a reminder. The invoice shows when the last reminder went.

Reminders stop once an invoice is paid, voided or refunded.

When card payments are on, every invoice you send has a Pay by card button. Customers can pay by card, Apple Pay or Google Pay.

When they pay, the payment is recorded on the invoice by itself, and you get a notification. You don't need to do anything.

To set it up, see Card payments.

Paid by bank transfer, cash or card in person? Record it yourself.

1. Open the invoice.
2. Click Record a payment.
3. Check the Amount ($).
4. Under How, pick Bank transfer, Cash, Card (in person) or Other.
5. Pick the date it was Paid on.
6. Add a Reference if you like.
7. Click Save payment.

When the invoice is paid in full, it shows as Paid, and the job moves to Paid.

You can record part payments too. The invoice shows what's still Owing.

Card payments: refund them in your Stripe dashboard. The refund shows up on the invoice by itself.

Bank transfer or cash: pay the money back, then record it.

1. Open the invoice.
2. Click Record a refund.
3. Type the amount, the date it was Refunded on, and a Reason if you like.
4. Click Save refund.

The invoice shows what was Paid, Refunded and the Net received. Refunds come off your reports in the month you made them.

• Edit: you can change a draft or unpaid invoice until a payment is recorded on it.
• Delete: a draft can be deleted.
• Void: a sent invoice can be voided. It stays on file, marked Void, and the customer can't pay it.

If you've connected Xero and turned on invoice syncing, each invoice goes to Xero when you send it, with its payments and refunds. The invoice shows Synced to Xero.

If it shows Xero sync failed, read the message and click Retry. See Integrations.