The Invoices view lists every issued invoice with what is still owed,
lets customers pay online, set up autopay, download statements and
receipts, and see their payment history.
Where your invoices are
Open Operations, then Invoices. From the Overview page, View
Invoices & Pay in the Billing Summary or View all beside the short
Invoices list goes to the same place.
From top to bottom the view shows:
Only issued invoices appear: open, partially paid and paid. Draft and
voided invoices never show in the portal.
What each invoice shows
INV-000247.1.
no payment is due on this version.", and a credited deposit says "This
deposit was credited to your final invoice, no payment is due on it."
nothing is owed, or Pay by card when a cash price is also offered.
Service details for this invoice.
Amount Due is what is still owed, not the original total. A $1,000
invoice with $400 paid shows $600 due, with "$400.00 paid of $1,000.00"
under it.
Invoice status badges
| Badge | Meaning | Dot |
|---|---|---|
| Open | Issued and waiting for payment | Amber |
| Partially Paid | Some paid, a balance remains | Amber |
| Payment Processing | A bank transfer is clearing | Amber |
| Paid | Paid in full | Green |
| Overdue | Past the due date plus any grace period the company allows | Red |
| Replaced | A revised invoice took its place; nothing is due on this one | Blue |
| Credited | A deposit whose money moved to the final invoice | Blue |
Paying an invoice
same page the pay link in their invoice email opens.
save your card for next time.
A card payment shows as Paid within moments. If the portal was open in
another tab, refresh it.
Make Payment only shows when money can be collected. It is hidden when
the invoice is paid or owes nothing, was replaced by a revision, is a
credited deposit, or already has a bank payment clearing.
Payment methods
The company decides which methods it accepts. Cards and wallets such as
Apple Pay and Google Pay are the usual choices, plus bank transfer (ACH)
when they have turned it on. When the company gives a lower price for
paying from a bank account, the payment page shows two choices, Card and
Bank account, each with its own amount.
Bank transfers (ACH)
Bank transfers usually take 1 to 5 business days to clear. Meanwhile the
invoice shows Payment Processing and "Your bank payment is processing -
this usually takes 1–5 business days. No further action is needed."
Make Payment is hidden so you can't pay twice, and the invoice isn't
marked overdue while it clears. It turns Paid on its own once the bank
confirms. If the bank returns the transfer, the invoice goes back to unpaid
and the company is notified.
Cash and check prices
Some companies offer a lower price for paying by cash, check or another
method they name. The amount then reads Pay by card, and a green box
shows the lower price and what you save. That lower price is paid to the
company directly, outside the portal; they record it and the discount is
applied. Paying online by card is charged the card price. A paid invoice
that earned the discount shows the invoice total crossed out, the discount
and the Amount Paid. If the discount is switched off for your account,
the invoice says "Cash discount not available for this account."
Paying everything at once
With two or more open invoices, Pay everything at once shows how many
are open and the total. With a saved card it offers Pay all $X (with
more than one saved card you pick which). Without a saved card it explains
how to get one: pay one invoice by card and choose to save it.
Each invoice is charged separately, earliest due date first, so each keeps
its own receipt. Afterwards the panel lists each invoice with a tick or a
cross and the reason. A declined card stops the run, and an invoice with a
bank payment already clearing is skipped.
Autopay
With a saved card you can switch on Autopay ("Charge your saved card
automatically when invoices come due."):
four digits "on their due date." Turn off autopay stops it any time.
alone, so nothing is charged twice.
Statements
grouped by how overdue it is, with any credit on file.
Last 90 days, Month to date, Last month, This quarter,
Last quarter, Year to date, Last year or Custom range and
get the opening balance, every charge, payment and credit with a running
balance, and the closing balance.
Both are built the same way the company's office builds them, so both sides
read identical numbers.
Payment History
Each payment shows its amount, date, the invoice it applied to, and the
method, such as Card (Stripe), Credit Card, Bank Transfer,
Cash, Check or Credit Memo (account credit applied). Cash and
check payments the office records show here too.
A settled payment has a green tick. Otherwise it says Processing (a
bank transfer clearing), Refunded or Failed. Opening a payment page
and leaving without paying creates no entry. A prepayment held as account
credit shows in Credit on file until it is applied to an invoice.
Receipts
After paying, the confirmation screen asks Want a receipt? and offers
two, both ticked: an itemized receipt from the company with a PDF copy of
the invoice, and a Payment confirmation from Stripe. Confirm the email
address and click Send my receipt. For a bank transfer, the receipts go
out once it clears.
An email the company doesn't have on file asks for a first name so they
know whose address it is, and it is added as a contact. If the company has
no billing email for you at all, you can tick Use this as your company's
billing email.
Every paid invoice also has View receipt, which opens the receipt in a
new tab.
Service details for this invoice
Service details for this invoice shows the service visits behind an
invoice: for an invoice covering a billing period, the visits between those
dates, with photos, sign-offs and a link to each visit's report.
Your balance
The balance shows as Balance Due at the top of the Overview page and in
the Billing Summary:
when any is overdue.
When nothing is owed it shows All paid and "No outstanding balance".
How it's calculated:
confirms.
file" and is applied to your next invoice automatically.
company has set.
To compare with the company's numbers line by line, download the Balance
statement.