Invoice basics

Overview

Invoices request payment for completed work. They describe the products and services provided, amount due, payment terms, and available payment methods.

Fieldified invoices can be created from jobs, clients, invoice reminders, or the global create action. They can be delivered by email or text and tracked from draft through payment.

Where to create an invoice in Fieldified

Invoices can be created from:

• The main Create action.
• A client profile.
• An invoice reminder.
• A job.

Create an invoice from the Create button

1. Open the main Create menu.
2. Select Invoice.
3. Select the client.
4. Build and save the invoice.

This creates a standalone invoice rather than one connected to a job. Therefore:

• Job details and progress are not connected.
• A service-property address is not added automatically.
• Products, services, and service dates are entered manually.

Use this for standalone services, one-off charges, and work managed outside a job.

Create an invoice from a client’s profile

1. Open Clients.
2. Select the client.
3. Select Create, then Invoice.
4. Choose the jobs in Requires invoicing that should be included.
5. Continue to the invoice form.

Several eligible jobs can be combined on one invoice. The invoice header identifies the selected job numbers and their service-property addresses.

If no job is selected, create the invoice manually. A standalone client invoice displays the billing address but does not automatically include a service-property address.

Create an invoice from an invoice reminder

An invoice reminder identifies when a job is ready for billing and moves it into Requires invoicing when due.

From Schedule:

1. Go to the reminder date.
2. Select the invoice reminder.
3. Select Create invoice.
4. Review the invoice.
5. Select Save or Save and send.

From a job:

1. Open Jobs.
2. Select the job.
3. Open Billing, then Reminders.
4. Select the reminder.
5. Select Create invoice.
6. Review and save or deliver the invoice.

Create an invoice from a job

When the job is in Requires invoicing, select Create invoice. For another status, open More actions, then select Create invoice.

If the client has other jobs ready for billing, select the jobs to combine. Unselected jobs remain available for later invoicing.

Service dates, service addresses, job details, and applicable line items transfer to the invoice.

Build the invoice

Some fields are prefilled according to how the invoice was created.

At the top of the invoice:

• Select the client.
• Enter the subject. The default subject is used when this is blank.
• Review the invoice number. Numbers advance from the highest invoice number.
• Select payment terms and review the due date.
• Set the issued date.
• Select the salesperson.
• Complete invoice custom fields.
• Select Add field to create an invoice custom field for future invoices.

Products and services

Select Add line item and enter:

• Name.
• Description.
• Quantity.
• Unit price.
• Calculated total.
• Service date.

An invoice can contain up to 100 line items.

The taxable status comes from Products and Services. Select Add service date when the work date differs from the invoice date.

Drag the line-item handle to reorder items. Open the item menu and select Delete to remove one.

Finalize the invoice total

At the bottom of the invoice:

• Add a discount.
• Select the tax rate.
• Add a new deposit or apply one from the client’s account balance.
• Enable card payments.
• Enable bank or ACH payments.
• Allow online partial payments.

Partial payments are disabled by default, requiring the client to pay the full online balance.

Client view

Use the client-view controls to show or hide:

• Quantities.
• Unit prices.
• Line-item totals.
• Account balance.
• Past-due stamp.

To update defaults for future invoices:

1. Open Business Profile.
2. Open client-document settings.
3. Select Invoices.
4. Update the visible fields.
5. Save.

Default changes apply to future invoices. Edit existing invoices individually.

Client message and contract disclaimer

Add a client message explaining the bill or next step. The rewrite action can make the message:

• Cheerful.
• Casual.
• Professional.
• Shorter.

The invoice disclaimer uses the client-document default. Customize it on the invoice or apply the revised disclaimer to future invoices.

Add images and attachments to an invoice

Add client-facing files such as before-and-after photos, warranties, permits, and completed inspection records.

1. Open the invoice.
2. Add a Client message, Images, or Attachments section.
3. Select Upload, or select an existing workflow asset.
4. Choose the file.
5. Save or update the invoice.

Invoice PDFs list attachment filenames and direct the client to Client Hub, where the files can be viewed or downloaded.

Save and update invoices

For a new invoice:

• Save invoice saves it as a draft and opens the invoice.
• Save and send email saves and emails it, moving it out of draft.
• Save and send text message saves and texts it, moving it out of draft.
• Save and collect payment saves it and opens payment collection. Full payment changes the status to paid.

For an existing invoice:

• Update invoice saves changes.
• Update and re-send text message sends the revised version by text.
• Update and re-send email sends the revised version by email.

Sending the invoice

Invoices begin as drafts. Sending or marking an invoice as sent changes it to Awaiting payment or Past due, based on its due date.

Email an invoice

1. Open the invoice.
2. Open More actions.
3. Select Email.
4. Review the recipients and message.
5. Add attachments when required.
6. Select whether to attach the invoice PDF.
7. Send the email.

The email includes:

• Message, which can be customized globally or for this delivery.
• Payment options, generated from the enabled payment methods.

Expand the recipient field to edit or add email addresses. You can also:

• Edit the email body.
• Send yourself a copy.
• Attach files totaling less than 10 MB.
• Include the invoice PDF.

By default, the client opens the invoice in Client Hub and can download the PDF there.

Manage default delivery text in Email Templates.

Text an invoice

1. Select Send text message.
2. Review the message and Client Hub link.
3. Confirm the SMS-enabled recipient numbers.
4. Send.

The direct link expires after 24 hours. The client can continue into Client Hub using phone verification.

Text templates can be edited globally or for one delivery. Messages longer than 160 characters can arrive as multiple SMS segments.

Collect payment on an invoice

Select Collect payment.

The payment screen shows the client and the amount being collected. Select the payment method, then select the invoices receiving the payment.

The table includes:

• Total: Original invoice amount.
• Balance: Remaining amount.
• Payment: Amount being collected.

The remaining balance is entered by default. Change it for a partial payment.

• Select Charge for an immediate online card payment.
• Select Save to record an offline payment such as cash or check.

Recorded payments appear on the invoice with their date and amount. Select the payment to open its details.

See Collect payment on an invoice for the complete workflow.

Invoice statuses

• Draft: Created but not delivered or marked sent.
• Awaiting payment: Delivered, unpaid, and not past due.
• Past due: Due date passed with an outstanding balance.
• Paid: Full payment applied or manually closed as paid.
• Bad debt: Some or all remaining balance classified as uncollectible.

Actions on an invoice

After an invoice leaves draft, the primary action is usually Collect payment. The additional actions can include:

• Send text message.
• Email.
• Preview as client.
• Collect signature.
• Print or save PDF.
• Close invoice.
• Delete.

Collect signature saves a signed invoice PDF in the invoice’s notes and attachments.

Close invoice

Closing presents these choices:

• With a payment records payment and updates the balance.
• Bad debt closes the uncollectible remaining balance.
• Without a payment changes the status to paid without recording another payment.

Recording the actual payment is preferred because it keeps the invoice balance and payment history aligned.

Import historical work into Fieldified

Import past invoices from a CSV file to preserve billing history. See Import invoices.

Related jobs can also be imported to retain completed-work details.

Invoice reminders

Invoice reminders move jobs into Requires invoicing according to the job’s billing schedule.

• One-off jobs commonly remind when the job closes.
• Recurring jobs can remind after visits, monthly, on a custom schedule, or when the job closes.

See Invoice reminders.

How to remove a job from Requires invoicing status

1. Open the job.
2. Open Billing, then Reminders.
3. Select the overdue reminder.
4. Select Create invoice, or open More actions and delete the reminder.

After the reminder is resolved, the job leaves Requires invoicing. A closed job with no remaining billing work moves to archived history.

Close an invoice that has already been paid

When payment was recorded previously but the invoice remains open:

1. Open More actions.
2. Select Close invoice.
3. Select Without recording a payment.

This marks the invoice paid without adding a duplicate payment.

Progress invoicing

For longer projects, divide the job into deposits and milestone invoices. See Progress invoicing.

Automatic payments

Automatic payments create and charge invoices using the client’s saved payment method and the recurring job’s billing schedule.

Confirm client authorization, saved-payment details, and the billing schedule before enabling automatic charging.

Move a deposit to a different invoice

Deposits can be moved between invoices for the same client.

1. Edit the original invoice.
2. Remove the deposit from its totals area. It returns to the client’s account balance.
3. Save the invoice.
4. Edit the destination invoice.
5. Select Add deposit.
6. Select the available deposit.
7. Save.

A quote deposit remains committed to its quote and cannot be moved between quotes.

Invoice follow-ups

Invoice follow-ups automatically remind clients about overdue invoices.

Manage them from Settings under automation. Pair follow-ups with online payment options so the client can act directly from the reminder.