Creating an Invoice

Overview

Invoices are how you get paid. When work is complete, you create an invoice that documents what was done and how much is owed. BlueClerk invoices are professional, can accept online payments, integrate with accounting software, and can include photos from your completed work.

When you create an invoice that doesn't have a linked job or ticket, BlueClerk prompts you to create one - ensuring you maintain complete work records and can schedule follow-up visits if needed.

Creating an Invoice

From a Completed Job

The most common way:

1. Complete a job with a job report
2. Click "Create Invoice" from the job
3. Confirm creation when prompted
4. Customer, property, and work details pre-fill

From Scratch

1. Go to Finance > Invoices
2. Click "New Invoice"
3. Fill in the details

After Creating an Invoice

Create Ticket or Schedule Job Prompt

When you create an invoice without a linked job or ticket, you'll see a green banner prompting you to create work records:

• "Need to schedule work?" banner appears at the top of the invoice
• Two options:
  • Create Ticket - Creates a work order you can schedule later
  • Schedule Job - Creates and schedules a job immediately
• Banner disappears once a job or ticket is linked to the invoice
• You can dismiss the banner if you don't need to create work records

This ensures every invoice has an associated work record for future reference and follow-ups.

Invoice Details

Required Information

• Customer: Who you're billing
• Invoice date: When the invoice was created
• Due date: When payment is expected
• Line items: What you did and how much it costs

Optional Information

• Property: Where the work was done
• Job reference: Link to the completed job
• Notes: Terms, thank you message, or other details
• Photos: Images from the job site

Line Items

Adding Items

1. Click "Add Line Item"
2. Search your catalog or type a description
3. Enter quantity and price
4. Item total calculates automatically

Item Details

Each line item includes:

• Description: What was done
• Quantity: How many units
• Unit price: Cost per unit
• Total: Quantity × Price

From Your Catalog

If you've set up a price catalog:

• Type to search your items
• Click an item to add it
• Quantity and price prefill from catalog
• Edit if needed for this specific invoice

Totals and Tax

Automatic Calculation

BlueClerk calculates:

• Subtotal: Sum of all line items
• Tax: Based on customer's tax rate
• Total: Subtotal + Tax

Tax Rates

• Customer tax rate applies automatically if set
• Override tax rate for individual invoices if needed
• Some items may be tax-exempt based on your settings

Saving and Sending

Save as Draft

1. Click "Save" at any time
2. Invoice status: Draft
3. Not sent to customer yet
4. Can edit freely

Send to Customer

Once the invoice is ready:

1. Click "Send" or the send icon
2. Confirm recipient email address
3. Add a message (optional)
4. Click "Send Invoice"

See Sending Invoices for details.

What Happens Next

After sending:

• Customer receives email with invoice link
• They can view invoice details online
• They can pay if you've connected Stripe or Square
• You're notified when payment is received
• Invoice syncs to your accounting software if connected

Tips

• Add photos from the job to show what was done
• Include notes about warranties or follow-up needed
• Set clear due dates - typically Net 15 or Net 30
• Send promptly after completing work for faster payment

Questions

Q: Can I edit an invoice after sending it? A: Yes, but the customer will see the updated version. Consider voiding and creating a new invoice for significant changes.

Q: What if the customer wants to pay by check? A: They can mail a check, then you record the payment manually in BlueClerk.

Q: Can I create an invoice without a job? A: Yes, but BlueClerk will prompt you to create a ticket or schedule a job to maintain complete work records. You can dismiss this prompt if not needed.

Q: How do I handle partial payments? A: Record each payment as it's received - BlueClerk tracks the remaining balance automatically.

---

ACTION: UPDATE FILENAME: invoicing/creating-estimate.md CONTENT:

title: "Creating an Estimate" category: "Invoicing" description: "Create professional estimates for customer approval and convert them to invoices, jobs, or recurring services"

Overview

Estimates are quotes you send to customers before starting work. They outline what you'll do and how much it will cost, giving customers a chance to approve before you begin. Once approved, estimates can be converted directly into invoices, scheduled jobs, or recurring service agreements. After sending an estimate, BlueClerk prompts you to create a ticket or schedule a job to complete the work.

When to Use Estimates

Use estimates when:

• Work scope is significant
• Customer wants to know cost upfront
• Multiple options need to be presented
• Approval is required before starting
• You want written agreement on price

Creating an Estimate

From a Ticket or Job

1. Open a ticket or job that needs pricing
2. Click "Create Estimate"
3. Customer and property details prefill
4. Add line items and send for approval

From Scratch

1. Go to Finance > Estimates
2. Click "New Estimate"
3. Select customer and property
4. Add line items and details

After Sending an Estimate

Create Ticket or Schedule Job Prompt

When you send an estimate that doesn't have a linked ticket, you'll see a green banner prompting you to create work records:

• "Need to schedule work?" banner appears at the top of the estimate page
• Two options:
  • Create Ticket - Creates a work order you can schedule after approval
  • Schedule Job - Creates and schedules a job immediately
• Banner only shows if the estimate hasn't been converted yet and has no linked ticket
• Banner disappears once a ticket is linked or estimate is converted
• You can dismiss the banner if you don't need to create work records yet

This ensures you have a workflow in place to complete the work once the customer approves.

Estimate Details

Required Information

• Customer: Who will receive the estimate
• Estimate date: When you're providing the quote
• Valid until: Expiration date for pricing
• Line items: Proposed work and costs

Optional Information

• Property: Where work will be performed
• Notes: Terms, assumptions, or conditions
• Photos: Reference images or examples
• Linked ticket: Associated work request

Line Items

Adding Items

1. Click "Add Line Item"
2. Search catalog or type description
3. Enter quantity and price
4. Total calculates automatically

Item Options

For each line item:

• Mark as optional - Customer can decline this item
• Add photos - Show examples of materials or work
• Add notes - Explain assumptions or details

From Your Price Catalog

• Type to search your catalog items
• Click to add with preset pricing
• Adjust quantity or price for this estimate

Totals and Pricing

Automatic Calculation

• Subtotal: Sum of all items
• Tax: Based on customer tax rate
• Total: Subtotal + Tax
• Optional items: Shown separately if present

Multiple Options

Create separate estimates to show different approaches:

• **