Invoices for contractors, straight from the estimate

How do I turn an estimate into an invoice?

Open the sent estimate and look under Invoices: each payment still to bill has a row. Invoice the deposit, Materials delivered or Mark as done bills a payment from the plan, and Final invoice the rest, or Invoice when the estimate has no plan. The invoice opens as a draft with the customer and what it bills already in.

Match the lines to the work done, check Payment due (on receipt, or 7, 14, 30 or 60 days) and tap Send to share it as a link, a PDF or an email. A final invoice adds the items of each change order the customer signed, subtracts the stage invoices already sent and ends on the Amount due.

Can I invoice a job I never estimated?

Yes. A service call or a quick repair can go straight to an invoice: on the Invoices tab, tap New, then Write an invoice, and Choose a customer. Add items from your price book or type your own, and send. Payments, credit notes and voiding work as they do on an invoice from an estimate.

Who gives each invoice its number?

Quotebird’s server, at the moment you send it. Drafts carry no number, so starting three invoices and sending one leaves no holes: invoices count up from INV-0001 without gaps, and credit notes keep their own series, CN-0001. Switching from another app? Before your first invoice, set the prefix and the next number in Settings → Document numbers. Since the server hands out the numbers, sending needs a connection.

What if I sent an invoice with a mistake?

Sent invoices can’t be edited or deleted; you correct them instead. Tap Void invoice for one that shouldn’t exist, such as a Duplicate, and pick the reason. It keeps its number, stays in your records marked Void, and its link stops taking payments. Voiding works only while the invoice has no payment and no credit note.

To bill less, issue a Credit note. It starts with the invoice’s items: lower them to what you’re taking off, write the Reason, which prints, and send it. The credit note names the invoice it corrects and reduces what the customer owes.

How do I mark an invoice paid by check?

Open the invoice, tap Record payment and pick Check, Cash, Transfer or Other. The Amount starts at what’s left to pay, and the check number goes in Reference. It saves without a signal. Once nothing is left, the badge turns Paid, and Share receipt sends your customer a receipt stamped Paid. A payment entered by mistake is reversed, never deleted.

How does sales tax show on the invoice?

As your rate, the tax amount and the total; when only some lines are taxed, a Tax column marks each. For an exempt job, tap Exemption and pick capital improvement, resale, exempt organization or other: no sales tax is charged, the invoice prints the reason, and a photo of the signed certificate stays with the job. License numbers from your profile print on every invoice; your EIN stays off.