Invoices in the Fieldified App

Overview

An invoice records what the client owes for completed products and services, when payment is due, and how the client can pay. The Fieldified App lets you create, send, sign, and collect payment on an invoice while you are still on-site.

The complete invoice list is available from Invoices in the Fieldified web app.

Create an invoice

Create an invoice from:

• Quick create
• A completed visit
• A job in Requires Invoicing
• A client profile

Create from quick create

1. Tap the add icon.
2. Select Invoice.
3. Choose the client.
4. Build the invoice.

This creates a blank invoice that is not linked to a job or visit. It uses the client’s billing address and does not inherit a service property.

Create after completing a visit

When the job’s invoicing schedule is set to prompt after visit completion:

1. Open the visit from Schedule.
2. Tap Complete Visit.
3. Select Invoice Now.

Select Invoice Later to place the job in Requires Invoicing. When you invoice immediately, the draft inherits the applicable job or visit line items.

Create from a job requiring invoicing

1. Open the job.
2. Tap Generate Invoice.
3. For recurring visit-based billing, select the uninvoiced visits to include.
4. Filter visits by all, late, completed, or upcoming when needed.
5. Tap Next.

Fieldified brings the selected visit line items and service dates into the draft.

Create from a client profile

1. Open Search and select the client.
2. Tap Create.
3. Select New Invoice.

The client is assigned automatically, and the profile balance provides context for existing invoices, payments, and deposits.

Build the invoice

New invoices remain in Draft until sent or marked as sent.

Client and overview

Select a client when the invoice was created independently. A client inherited from a job or visit remains linked to preserve the work and property history.

Complete:

• Invoice title or subject
• Issued date
• Payment due date
• Invoice custom fields
• Review-request preference

The issued date defaults to the send date but can be changed to a custom date. The due date starts from your configured payment terms and can be adjusted for this invoice.

When review collection is enabled, the client can receive a review request after the invoice is paid in full.

Line items

Tap the add icon to select products and services or create a custom line item. Edit an item’s:

• Name
• Description
• Unit price
• Quantity
• Service date

You can select multiple saved items at once and remove accidental selections before adding them.

Discount

Tap Discount and enter either a percentage or fixed amount.

Tax

The property tax rate takes precedence over the company default when one is configured. Tap the tax rate to remove it, replace it, or create another rate.

Total

Fieldified calculates the total from line items, discounts, and tax. Edit the contributing values rather than the calculated total.

Online payment settings

Choose the methods the client can use:

• Credit or debit card
• Bank payment
• Partial online payments

Fieldified displays relevant bank-payment transaction limits before that method is offered.

Client message

Add a message thanking the client, describing the completed work, or explaining payment instructions.

Inherited work details

An invoice created from a job or visit can also show:

• Source job number
• Property details
• Billing address
• Service address

Send the invoice

Tap Send and review the client-facing preview. The client can open the shared invoice, pay online, and download its PDF.

Send by text

1. Select Send by Text.
2. Confirm the primary text-enabled phone number.
3. Add other recipients when needed.
4. Edit the message for this delivery.
5. Keep the text within 1,600 characters.
6. Tap Send Text.

Direct recipients can open the invoice and receive invoice follow-up messages.

Send by email

1. Select Send by Email.
2. Confirm or replace the recipients.
3. Add CC recipients or choose a different reply-to address.
4. Edit the email message.
5. Enable Send Me a Copy for a BCC copy.
6. Tap Send Email.

Direct recipients can access the invoice and its follow-ups. CC recipients receive this email but are not enrolled in follow-up messages.

After sending, the invoice moves from Draft to Awaiting Payment. Tap Resend to deliver it again.

Add attachments to the invoice email

From the email attachment section:

1. Tap the add icon.
2. Upload files from the device or select saved note attachments.
3. Select the invoice PDF when it should be attached directly.
4. Tap Save.

Keep combined email attachments at or below 10 MB.

Edit the invoice

Invoices can be edited before or after delivery. Editable information includes:

• Line items
• Discount and tax
• Payments
• Online payment settings
• Client message
• Contract or disclaimer
• Invoice number, title, issued date, and due date
• Invoice custom fields

Tap the add icon beside Payments to apply a payment that was already collected.

The linked client, source job, billing address, and property address remain fixed after creation. Create the invoice from the correct client and work record before sending it.

Collect payment

Open the invoice and tap Collect Payment.

1. Confirm or edit the payment amount.
2. Choose the payment method.
3. Enter the payment information.
4. Add reference details when needed.
5. Submit the payment.

The full balance is selected initially, but you can enter a partial amount.

Online and in-person methods

• Charge a saved card or bank account.
• Add a new card and optionally save it.
• Use tap-to-pay with supported cards and digital wallets.
• Use a connected card reader.

The client’s bank or card issuer can require a physical card or another verification method for transactions above its contactless limit.

Offline payment records

Record funds collected outside Fieldified, including:

• Cash
• Check
• Bank transfer
• External credit-card terminal
• Cash App
• PayPal
• Venmo
• Zelle
• E-transfer
• Other

An offline method records the payment; it does not charge the client. Add details such as the collection date, check number, or external reference.

Fieldified displays a success confirmation after processing. If the payment fails, review the error before retrying or selecting another method.

Collect a signature

1. Open the invoice.
2. Tap more actions.
3. Select Collect Signature.
4. Let the client draw their signature.
5. Confirm the signature.

A PDF of the signed invoice is saved as an invoice note.

Invoices list

Open Search, then select Invoices. Search by:

• Client name or phone number
• Property or billing address
• Custom field value
• Product or service
• Invoice number
• Invoice subject

Filter the list by status.

Invoice statuses

• Draft: Created but not sent or marked as sent.
• Awaiting Payment: Sent, unpaid, and not past its due date.
• Past Due: Unpaid after the due date.
• Paid: The full balance has been paid or the invoice was marked paid.
• Bad Debt: Some or all remaining balance was deemed uncollectible and closed out while the invoice was retained for records.

Delete an invoice

1. Open the invoice.
2. Tap more actions.
3. Select Delete Invoice.
4. Confirm Delete.

Invoice deletion is permanent and cannot be recovered.