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Creating an Invoice

Create professional invoices for your completed work

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.

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 the Invoices Page

  1. Go to Finance > Invoices
  2. Click "New Invoice" or the + button
  3. Select a customer - Start typing to search
  4. Add New Customer inline - Click "+ Add New Customer" button (always visible) to create a customer without leaving the invoice dialog
  5. Select a property if applicable
  6. Fill in invoice details

Required Information

  • Customer (required)
  • Invoice number (auto-generated, can be customized)
  • Issue date
  • Due date
  • At least one line item with description and amount

Optional Information

  • Property address (if work was done at a specific location)
  • Purchase order number (if customer provided one)
  • Notes (additional details or payment instructions)
  • Terms and conditions

Adding Line Items

Item Selection with Autocomplete

  1. Start typing an item name in the item search field
  2. Select from existing items in the dropdown
  3. Add New Item inline - Click "+ Add New Item" button (always visible at bottom of dropdown)
  4. Quick Add form appears - Enter item name and price
  5. New item is created and auto-selected - You never leave the invoice dialog

Manual Line Items

If you don't use the item catalog:

  1. Click "Add Line Item"
  2. Enter description
  3. Enter quantity
  4. Enter unit price
  5. Amount calculates automatically

Editing Line Items

  • Change quantity or price - Recalculates total automatically
  • Reorder items - Drag and drop
  • Remove items - Click the X icon

Customer and Item Creation

Inline Customer Creation

When creating an invoice, you can add a new customer without leaving the dialog:

  1. Click "+ Add New Customer" button (always visible below customer search)
  2. Unified customer form opens inline
  3. Fill in customer details - Name, type (homeowner/business/builder), contact info, address
  4. Click "Create Customer"
  5. New customer is auto-selected in the invoice
  6. Continue creating your invoice - No page navigation required

Inline Item Creation

When adding line items, you can create new items on the fly:

  1. Start typing in the item search field
  2. Click "+ Add New Item" button (always visible at bottom of dropdown)
  3. Quick Add form appears with name and price fields
  4. Enter item name and price
  5. Click "Create"
  6. New item is created via item.create mutation
  7. Item is automatically selected and added to the invoice
  8. Continue adding more items or finish the invoice

Invoice Totals

BlueClerk automatically calculates:

  • Subtotal - Sum of all line items
  • Tax - If you've configured tax rates
  • Discounts - If you've applied any
  • Total Due - Final amount owed

Saving vs. Sending

Save as Draft

  • Invoice is saved but not sent
  • Customer can't see it yet
  • You can edit freely
  • Useful for reviewing before sending

Send to Customer

  • Invoice is emailed to customer
  • They can view and pay online
  • Status changes to "Sent"
  • Payment reminders can be automated

Tips

  • Use the item catalog for consistency and speed
  • Inline customer creation eliminates the need to navigate away from the invoice dialog
  • Inline item creation lets you quickly add products/services without interrupting your workflow
  • Add job report photos to show completed work
  • Include detailed line items so customers understand charges
  • Set clear payment terms in notes or terms section
  • Connect Stripe or Square to accept online payments
  • Enable accounting integrations to sync automatically

Common Questions

Q: Can I edit an invoice after sending it? A: Yes, but customers who already viewed it will see changes. If payment was made, you'll need to issue a credit or refund.

Q: What if my customer isn't in the system yet? A: Click "+ Add New Customer" button (always visible below customer search) to create them inline without leaving the invoice dialog.

Q: What if the item I need isn't in my catalog? A: Click "+ Add New Item" button (always visible at bottom of item dropdown) to create it on the fly. It will be auto-selected and added to your catalog for future use.

Q: How do customers pay online? A: If you've connected Stripe or Square, they'll see a "Pay Now" button on the invoice.

Q: Can I customize how invoices look? A: Yes - go to Settings > Invoice Style to customize fonts, colors, and layout.

Q: Do invoices sync to my accounting software? A: Yes, if you've connected QuickBooks, Xero, or FreshBooks in Settings > Integrations.

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Invoicing & Payments