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Creating Invoices

Quick version: Go to Invoices and click New Invoice. Pick a customer, add your line items, set payment terms, and hit Create Invoice.

Invoice Types

Fieldkit has five invoice types. Pick the one that fits the situation:

  • Standard -- A regular invoice for work completed. Use this for most jobs.
  • Deposit -- Collect money upfront before starting work.
  • Progress Payment -- Bill for a portion of the job at a milestone (like "framing complete" or "rough-in done").
  • Final Payment -- The last invoice on a multi-payment job. Covers the remaining balance.
  • Change Order -- Bill for extra work the customer added after the original scope.

If you are doing a single job and billing once, use Standard. If you are breaking a big job into payments, use Deposit, Progress, and Final together (see Payment Schedules).

Steps to Create an Invoice

  1. Go to Invoices from the sidebar.
  2. Click the New Invoice button in the top right.
  3. Select a Customer from the dropdown.
  4. Optionally select a Job to link this invoice to. The job list filters to show only jobs for the selected customer.
  5. Choose an Invoice Type (Standard, Deposit, Progress, Final, or Change Order).
  6. Add your Line Items (see below).
  7. Set the Due Date and Payment Terms.
  8. Optionally set a Tax Rate percentage.
  9. Add any Notes (visible to the customer) or Terms & Conditions.
  10. Click Create Invoice.

Your new invoice starts as a Draft. It will not be sent to the customer until you send it.

Adding Line Items

Each line item has four fields:

  • Description -- What the work or material is (e.g., "Install kitchen faucet" or "PVC pipe, 2 inch").
  • Qty -- How many units. Can be a decimal (e.g., 2.5 hours).
  • Unit Price -- The price per unit in dollars.
  • Total -- Calculated automatically (Qty x Unit Price).

Click Add Line Item to add more rows. Click the trash icon to remove a row (you must keep at least one).

Creating an Invoice from a Job

There are two shortcuts to create an invoice from an existing job:

  1. From the Invoices page -- Scroll down to the "Jobs Ready for Invoicing" section. Click any job to start a new invoice pre-filled with that job's details.
  2. From a Job page -- Click the option to create an invoice. The form will pre-fill the customer, job title as the line item description, and notes from the job description.

Setting Due Dates and Payment Terms

When you pick a payment term, the due date updates automatically:

  • Due on receipt -- Due today.
  • Net 15 -- Due in 15 days.
  • Net 30 -- Due in 30 days.
  • Net 45 -- Due in 45 days.
  • Net 60 -- Due in 60 days.

You can also set a custom due date by changing the date picker directly.

The terms text at the bottom of the invoice updates to match your selection (e.g., "Payment is due within 30 days of invoice date").

Tips

  • If you create an invoice from a job, Fieldkit tries to look up the service price automatically so you do not have to type it in.
  • You can edit any invoice while it is still in Draft status. Once sent, use the edit or override options.
  • The invoice number (e.g., INV-0001) is assigned automatically. You do not need to track numbering yourself.
  • If you have auto-send enabled in Settings, invoices will be emailed to the customer automatically when created (as long as the customer has an email address on file).

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