Invoice reminders

Overview

Invoice reminders identify what needs to be invoiced and when. They appear on the schedule as prompts based on the job’s billing configuration.

When a reminder becomes due, the associated job moves into Requires invoicing, making it available for filtering and batch invoice creation.

Set up reminders to invoice for your recurring jobs

Recurring jobs can use:

• Per visit billing when the invoice value is based on each visit.
• Fixed price billing when the client pays a flat amount independent of visit count.

Choose an invoice-reminder schedule:

• As needed - no prompt: Creates no invoice reminders.
• After each visit: Creates a reminder after each visit is completed and moves the job into Requires invoicing.
• Once when job is completed: Creates one reminder after the job closes.
• Monthly on the last day of the month: Creates a reminder at each month end.
• Custom schedule: Creates reminders using the configured billing dates.

The schedule determines when the prompts appear, while the billing type determines how the invoice is priced.

See Create a recurring job for the complete recurring billing setup.

Set up reminders to invoice for your one-off jobs

One-off jobs are configured to remind the billing team when the job closes.

To disable that reminder:

1. Create or edit the one-off job.
2. Open the Billing section.
3. Clear Remind me to invoice when I close the job.
4. Save the job.

See Create a one-off job.

Manually create your invoice reminders

1. Open Jobs.
2. Select the job.
3. Scroll to Billing.
4. Open Reminders.
5. Select Add reminder.
6. Set the reminder date and details.
7. Save.

To display reminders on Schedule, enable invoice reminders in the calendar item filters.

After an invoice is created from a reminder, the schedule item is grayed out and marked complete.

Use invoice reminders to invoice

Invoice-reminder workload appears in several places:

• Home shows how many jobs require invoicing.
• Jobs can be filtered to Requires invoicing.
• The job’s Billing section lists its reminders.
• Schedule shows reminders when the item filter is enabled.
• Batch invoice creation collects eligible jobs.

Open a reminder and select Create invoice to begin billing.

Assign invoice reminders

When one person owns billing, assign invoice reminders to that user by default.

1. Open Settings.
2. Select Work settings.
3. Locate the invoice settings.
4. Select the user who should receive invoice reminders.
5. Save.

How to remove a job from Requires invoicing status

A closed job remains in Requires invoicing while an outstanding invoice reminder is prompting billing.

1. Open the job.
2. Scroll to Billing.
3. Open Reminders.
4. Select the overdue reminder.
5. Choose one action:
   • Select Create invoice when billing is required.
   • Open More actions and select Delete when no invoice is required.

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