How to Send an Invoice

This guide explains how to generate and send an invoice to a customer using the cleaning software, including adding line items, notes, and ensuring the invoice updates automatically when paid.

Step 1: Navigate to the Payments Page

• Open the Payments section from the menu.

• Ensure you have selected the correct date range for the cleanings you want to invoice.

• Click Save to apply the date filter.

Step 2: Filter for Jobs Needing Invoicing

• Look for jobs with Invoicing Status.

• You can filter to only see jobs that need an invoice generated.

• Example: Click the filter or search bar to narrow down to the customer or job.

Step 3: Generate an Invoice

• Select the customer/job (e.g., Oscar).

• Click Generate Invoice.

• The invoice window will display:

  • Cleaning date (auto-filled)

  • Description/notes field

  • Option to add line items (e.g., extra charges like laundry)

Step 4: Save Changes and Finalize

• After reviewing, click Save Changes.

• Click Finalize and then Continue to send the invoice.

• The system will immediately email the invoice to the customer.

Step 5: Customer Payment

• The customer can view and pay online using the link in the invoice.

• Once paid, the invoice status will automatically update in the software as Paid by Invoice.

Step 6: Verify Invoice Status

• Refresh the Payments page to confirm the invoice has been sent.

• The job will now show Invoice Sent instead of being in the invoicing queue.

---

Notes: Common Mistakes to Avoid

• ⚠️ Incorrect Date Range: Always double-check your filters to ensure the right jobs are invoiced.

• ⚠️ Skipping Line Items: Any additional charges must be added before finalizing.

• ⚠️ Not Finalizing: Generating alone does not send the invoice; you must click Finalize.

• ⚠️ Assuming Auto-Update: While payment status updates automatically, always refresh to confirm.