Customer invoices

Once you've agreed to a price with the customer, you can begin issuing invoices.


Create Invoice

There are two ways to create a new Invoice.

  1. The first way is to select a job, click “+ New Document” in the top right of the page, and select the “Customer Invoice” template you would like to use.

    Note: If you prefer a different term than "Invoice" or “Progress Invoice” you can make this change within your organization settings.

    This will take you to a screen that allows you to select the items you’d like to include in this invoice. By default, all items from your budget that haven’t been fully invoiced already will be selected. Select or deselect the budget items you'd like to include on the customer invoice. By default, all amounts will total 100% of the remaining balance left to be invoiced.

    Scroll to the bottom and you will see three optional ways to customize the amount to be invoiced. Choose one of the following and then click "Create"

    • Percentage of Remaining Balance - This option allows you to create an invoice based on a percentage of the items not yet invoiced across all items selected. The dollar amount of the invoice will be proportionally distributed across all selected items based on their total extended price.
    • Percentage of Approved Total - This option allows you to create an invoice based on a percentage of the total approved price across all items selected. For example, if you and the customer agree to four equal progress payments over the course of the project, you would enter 25% in this field for each of the four invoices you send them. The dollar amount of the invoice will be proportionally distributed across all selected items based on their total extended price.
    • Total Dollar Amount to Invoice- This option allows you to choose an exact dollar amount to invoice for the items selected. It is great for deposits or if you choose to work out dollar based payments throughout your project. Choosing this option will proportionally distribute the invoiced dollar amount across all selected items based on their total extended price.

  2. The second way to create a new invoice is to do so directly from an approved customer order or proposal and clicking the “+ Create Customer Invoice” link on the right panel of the screen. This will automatically select all items from the approved customer order and set the amounts to 100% of the remaining balance left to be invoiced.


Preview Tab

From this tab you can see a Draft preview of your Invoice, send/change status, adjust basic document info, add files, and alter settings.

Settings

The settings button in the top right allows you to set the due date for your customer to submit payment and set the tax rate. If your customer has tax turned off, the tax rate will be defaulted to zero.

A variety of display settings are also available to customize how the information will be seen.

  • Show Progress Amounts - Enabling this option displays the Approved Price, the Dollar and Percentage Already Invoiced, and the Dollar and Percentage for This Invoice.
  • Show Line Items - Enabling this option allows you to show or hide all the line items on your invoice. Hiding all line items is helpful for cases where you just want to show the customer a total amount for the invoice and none of the details.
  • Show Quantity and Unit - Enabling this option allows you to show or hide the quantity and unit metrics for each line item.
  • Show Line Item Totals - Enabling this option allows you to show or hide the Unit Price and Total Dollar Amount to be invoiced for each line item.
  • Show Cost and Fee - Enabling this option will show item costs and add Total Cost and Total Fee lines at the bottom of your invoice above the subtotal. This is commonly used for Cost-Plus jobs.

Customer Invoice Actions

  • Send to Customer - When you are ready to send the invoice to your customer, click the “Send to Customer” link on the right side of the screen. This will move your proposal to “Open” status and email your customer a link they can use to enter their customer portal to review the document, upload any files that might be helpful, add comments or feedback, and pay via ACH or Credit Card if you have turned those settings on.
  • Mark as Pending - If you do not have an email address or you’d prefer to just hand it off to your customer to review and get back with you at a later point, you have the option to select “Mark as Pending”. This is a quick way to notate in the system that you have sent out an invoice to the customer.
  • Mark as Paid- If your customer pays outside the system, you can go into the proposal and manually approve it by choosing the “Mark as Paid” option to finalize the Invoice and change the status to “Paid”.

    Note: You'll be asked to provide a reason - this can be a short comment about how the invoice was paid (i.e. received check from customer).

    The changes you make are specific to the document and will not be applied elsewhere. For example, if you click on a line item and adjust the description, this will only impact the document that you're editing - it will not be copied back to the budget. This allows you to tailor your documents on a customer by customer basis. If you'd like to write out a longer explanation about the scope of work, or maybe clarify the details of individual line items, simply click on those sections and make your desired changes.

  • Generate PDF - If you want to generate a PDF of your document that you can print off or save to your files you can select the “Generate PDF” link.
  • Clone Invoice - The “Clone Invoice” option is helpful for quickly creating a copy of the proposal. This will be an exact clone, except any files previously attached will need to be re-added.

Customer Invoice Statuses

There are three different statuses to help you quickly see where you stand with each request.

  • Draft - When an invoice is created, it will start in Draft status. While in Draft status, you can make all the edits you need to the document to customize it for your recipient.
  • Open - Open status indicates your scope of work has been sent out but not yet received. Your proposal will be marked as Open when you “Send to Customer” or manually “Mark as Pending”. While in Open status, you will no longer be able to edit the invoice. Open invoice amounts will show up in the “Receivable” column of your budget for each line item.
  • Paid - When the customer pays the invoice, it will show up in the “Collected” column of your budget for each line item and change the status of the document to “Paid”. Congrats!

Payment Methods

You customers can pay their invoices directly through JobTread and they have two ways they can pay depending on the options you give them.

  • Accept ACH Bank Transfer
  • Accept Credit/Debit Card

Learn more about setting up online payments.

Upload Files

If you have any photos, videos, or files you would like to add to your bid request, you can click to add them from your device of choice or drag and drop them directly into the uploader.


Edit Items Tab

If you would like to edit this document, click on the “Edit Items” tab at the top of the screen. This will bring you to a screen with all the information you need to customize your invoice. The Approved Price, Dollar Amount Already Invoiced, and Percentage Already Invoiced columns serve as context to help you build the invoice and are not editable. All the remaining cells in this view may be edited.

Note: Some of the editable content is in gray font and some in black font; all the content in gray font will not be visible on your document.

The changes you make are specific to the document and will not be applied elsewhere. For example, if you click on a line item and adjust the description, this will only impact the document that you're editing - it will not be copied back to the budget. This allows you to tailor your documents on a customer by customer basis. If you'd like to write out a longer explanation about the scope of work, or maybe clarify the details of individual line items, simply click on those sections and make your desired changes.

Three Default Invoice Builder Views

We know invoicing can be complicated so we’ve created multiple ways to view the information and provide the context you need to more effectively build your invoices. Each view contains different columns relevant to the type of invoice you are creating.

  • Percentage View - This view is most helpful for progress invoicing.
  • Quantity and Unit View - This view is most helpful for invoicing based on a dollar amount or for work completed.
  • Cost View - This view is most helpful for cost-plus jobs.

Toggle Visibility

The eye icon can be found to right of the name for each item and cost group. Selecting the eye icon (putting a slash through the eye) at the cost group level will hide all the items contained in that group. Selecting the eye on individual items will hide the quantity, unit, and unit price for that item.

Mass Actions

Selecting the check box on the far left will bring up a set of actions for the item(s) selected. With the selected items, you can:

  • Set quantity to - This action updates the quantity for each selected item, which in turn updates your extended cost and extended price.
  • Multiply quantity by - this option adds or reduces the quantity of each item proportionally by the multiplier you set. For example, if you wanted to add an extra 10% allowance for waste, you could select the items and enter 1.1 or if you needed to triple the amount of material used you would enter 3. This will subsequently update your extended cost and extended price.
  • Set unit cost to - This action updates the unit cost for all items selected, which in turn updates the extended cost and unit price based on the margin.
  • Set extend cost to - This action updates the extended cost for each selected item, which in turn updates the item’s unit cost, unit price, and extended price.
  • Set unit price to - This action updates the unit price for each selected item, which in turn updates the item’s margin and extended price.
  • Set extended price to - This action updates the extended price for each selected item, which in turn updates the item’s margin and unit price.
  • Set margin to - This action updates the extended price for each selected item, which in turn updates the item’s unit price and extended price.
  • Set percentage of remaining to invoice - This action allows you to create an invoice based on a percentage of the items not yet invoiced for each selected item.
  • Set percentage of total to invoice - This option allows you to create an invoice based on a percentage of the total approved price for each selected item. (called Percentage of Approved Total in the selector screen)
  • Show quantity and unit - This action will bring up a new field to select “Yes” or “No”. Selecting “Yes” will show the quantity and unit for each item; selecting “No” will hide the quantity and unit.
  • Show sub items - This action applies only to cost groups and will bring up a new field to select “Yes” or “No”. Selecting “Yes” will show all sub items; selecting “No” will hide all sub items.
  • Show sub item totals - This action applies only to cost groups and will bring up a new field to select “Yes” or “No”. Selecting “Yes” will show all sub items total price; selecting “No” will hide all sub items total price.
  • Move into cost group - This action allows you to move selected items into any existing cost group or out of all cost groups as top level items. You can also move cost groups into other cost groups to create sub cost groups.
  • Set taxable status to - This action will bring up a new field to select “Yes” or “No”. Selecting “Yes” will turn taxes on for the selected items; selecting “No” will turn taxes off for the selected items.

Add or Remove Items

If you need to add or remove items to your Invoice, you can click the “+ Add or remove items” button and the full list of items from your budget will pop up. From here you can check or uncheck any items you need.

Add Cost Group

If you need to add a new cost group, you can select the “New Cost Group” button at the bottom left of the Edit Items table.


Viewing Customer Invoices in the Budget

From the budget tab, you can view all “Customer Invoices” and related details by visiting the “Invoicing” standard view in the budget.