Where quotes and invoices live
Click Financials in the sidebar. The page opens on the Invoices tab;
Quotes is the tab next to it. Both tabs sit in the same row as Expenses,
Bills, Purchase Orders, Recurring, Banking and Rate Cards.
The header's main button follows the tab you are on: New Invoice on
Invoices, New Quote on Quotes. The ⋯ menu beside it carries quick
"create" shortcuts (Invoice, Quote/Estimate, Bill, Expense and
more) and, under More sections, the tabs you visit less often, including
Notes (your saved notes and terms, see
To build a quote, see The Quote Wizard. To build an
invoice by hand, use New Invoice.
Who can see it
Quotes and invoices are office work. Owners, admins and dispatchers can open
Financials. Anyone else who reaches the page sees "Access denied. This section
is limited to office staff (admin or dispatcher)."
The Quotes and Invoices tabs are on every plan. Some other Financials tabs
(Expenses, Bills, Books and similar) need a higher plan and are hidden when
your plan doesn't include them.
The Quotes tab
All Quotes and Pipeline
A switch at the top of the tab picks the view: All Quotes (the list) or
Pipeline.
Pipeline shows where every quote stands right now: how many quotes, and
their dollar value, in Draft, Sent and Accepted. Below that,
Expiring in the next 14 days lists sent quotes whose expiration date is
coming up, with "Expires today", "1 day left" or "N days left". Click one to
open it. Pipeline ignores the date filter.
The three tiles
| Tile | What it adds up |
|---|---|
| Total Quote Value | Every quote created in the selected dates, drafts included. Deleted quotes are left out. |
| Pending Value | Quotes still in play: drafts plus sent quotes waiting on the customer. A quote that has passed its expiration date without an answer stays here, because you can still resend or accept it. |
| Accepted Value | Quotes the customer accepted, online or recorded by your team. |
The tiles follow the quote date filter (by the date each quote was created).
With no dates picked, they cover the calendar year to date.
Search, filters and tools
customer, the customer's contacts and site names.
Declined and Expired. See
Quote Statuses and Sending for what each
means.
was created: pick a range on the calendar or use Last 7 Days,
Last 30 Days, This Month or Last Quarter. Clear removes it.
The Quotes and Invoices tabs share one date range.
are ordinary quotes with a Draft status and show in the list itself.
date and status), Export to QuickBooks Online (CSV) and
Export to QuickBooks Desktop (IIF).
Printing and Mailing Invoices.
The list
Columns: Quote #, Customer, Date (created), Amount,
Deposit, Status and Expiration. Click a column header to sort. The
list shows 25 quotes per page.
Under the status badge, a sent quote also shows how its last email did
(Sent, Delivered, Opened, Clicked or Bounced) and a count if
it was resent. The Deposit column reads No Deposit, Required,
Partial, Paid, Waived or Pending.
Click a row to open the quote's details: the PDF preview, its dates, who signed
it, any deposit and linked invoice, and its actions.
Row actions
The ⋯ at the end of a row starts with View Details, then lists only
the actions that fit the quote's status (for example Send Quote on a draft,
Resend Quote on a sent quote, Create Invoice and Convert to Job on
an accepted one-time quote). Print and Download are always there, as is
Copy quote link. The full list by status is in
Sending several quotes at once
Tick the boxes at the left of the rows (the header box selects the whole page).
A bar appears with Send Selected and Clear. Send Selected emails
each selected quote to the customer's main email address and reports how many
were sent, skipped (no email) and failed. It sends every quote you ticked,
whatever its status, so tick only the quotes you mean to send. This bar is on
the desktop layout only.
The Invoices tab
All Invoices and A/R Aging
A switch at the top picks All Invoices or A/R Aging (who owes what, by
how overdue it is).
Above the summary you may see:
Reviewing and Sending Cycle Drafts.
Program has some to settle. See
Financial Summary and the date range
The date control beside Financial Summary sets which invoices the tiles and
the list cover: Month to Date, Last 30 Days, Last 12 Months (the
default), Year to Date, This Billing Period or a custom range on the
calendar. Inside the same control, Invoice date or Service period
chooses what the range matches: the date the invoice was issued, or the service
period it covers.
| Tile | What it adds up |
|---|---|
| Total Invoiced | The full amount of every invoice in the range, whatever its payment state. Drafts and voids are left out. |
| Paid | Invoices in the range whose status is Paid. A written-off invoice counts as closed here, not as cash collected. |
| Unpaid | What customers still owe on open and partly paid invoices in the range. |
| Overdue | Unpaid invoices past their due date plus any grace period you set. Click it to open A/R Aging. |
A second strip shows Billing Coverage, your recurring revenue from active
rate cards, and Usage Revenue (T30), invoiced usage-based lines in the last
30 days.
Search and filters
name, a contact's name, email or phone, the site name, and the email or
service address on the invoice. The ⓘ inside the field lists these.
Paid, Overdue.
Mailed, Receipt Sent. See
Printing and Mailing Invoices.
each with a count underneath.
The ⋯ at the end of the filter row holds Generate Cycle Invoices,
Drafts, Print Invoices, Export,
Export to QuickBooks Online (CSV) and
Export to QuickBooks Desktop (IIF).
The list
Columns: Invoice #, Customer, Date, Amount, Tax, a combined
Status / Delivery / Resent column, and Due Date. The list shows
25 invoices per page.
Overdue, Void and Replaced. The ⓘ beside the Status heading
explains each.
is tinted yellow; one past due reads OVERDUE and is tinted red. A bank
payment still clearing turns those off.
Invoices you saved from the New Invoice wizard before issuing them sit at
the top under Unissued drafts. They have no invoice number yet, so they
don't sort with the rest. Click one to pick up where you left off.
Click any other row to open the invoice. A draft opens in the wizard for
editing.
Row actions
| Invoice status | What the ⋯ menu offers |
|---|---|
| Draft | Continue Draft, Send Invoice, Edit Invoice, Mark as mailed, Copy payment link, Show payment QR, Delete invoice |
| Open, partial or overdue | View Details, Collect Payment, Collect Payment (card / ACH), Apply Credit, Set Up Payment Plan, Resend, Edit Invoice, Mark as mailed (until it has been sent), Copy payment link, Show payment QR, Void invoice |
| Paid | View Details, Send Receipt (or Resend Receipt), Copy payment link, View payment |
| Void | View Details, Copy payment link |
Print and Download appear in every menu. When an accounting connection
is set up, a push action for it appears too (for example
Push to QuickBooks). Deposit invoices don't offer Edit Invoice or a
payment plan.
Working on several invoices at once
Tick rows to show the selection bar:
mailed, and tells you how many it skipped because they were already sent,
paid or void.
customer's billing recipients. It skips drafts, paid invoices, invoices with
a bank payment still clearing and customers with no billing recipient.
On a phone
The header reads Financials, with a + for the tab's main "new" action
and the ⋯ menu. Below it, the daily tabs scroll sideways in one strip.
Search and filters stack one above the other, full width. Quotes and invoices
show as cards instead of a table:
send the quote, record a signature or activate service. Use the quote's
details to send, accept or activate.