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, and integrate with accounting software.

Creating an Invoice

From a Completed Job

The most common way:

Complete a job with a job report
Click "Create Invoice" from the job
Customer, property, and work details pre-fill
Add or adjust line items
Review totals
Save the invoice

From a Ticket

Open the ticket
Click "Create Invoice"
Customer and property pre-fill
Add line items for the work
Save the invoice

From an Approved Estimate

Open the approved estimate
Click "Convert to Invoice"
All line items copy over
Adjust if needed
Save the invoice

From Scratch

Go to Invoices in the navigation
Click "New Invoice"
Select customer and property
Add line items
Save

Invoice Numbers

Each invoice gets an auto-generated number:

Default format: INV-0001, INV-0002
Customizable prefix in Settings
Auto-increments
Can be manually adjusted (with duplicate warning)

Adding Line Items

Line Item Fields

For each item on the invoice:

Description: What was done or provided
Quantity: Number of units
Unit Price: Cost per unit
Total: Auto-calculated (quantity × price)
Taxable: Whether to apply tax

Item Types

Service: Labor and work performed
Material: Parts, supplies, equipment
Product: Items sold/installed
Labor: Hourly work (if tracked separately)
Other: Miscellaneous charges

Using Your Item Catalog

Speed up invoice creation:

Click "Add from Catalog" or search items
Select predefined items
Prices auto-fill from catalog
Adjust quantity as needed

Invoice Totals

How Totals Calculate

Line Item 1                    $150.00
Line Item 2                    $75.00
───────────────────────────────────────
Subtotal                       $225.00
Tax (8.25%)                    $18.56
───────────────────────────────────────
Total                          $243.56
Amount Paid                    $0.00
───────────────────────────────────────
Balance Due                    $243.56

Tax Settings

Tax rate set in company settings (or per customer)
Only taxable line items have tax applied
Some services may be non-taxable (varies by location)

Invoice Settings

Payment Terms

Set when payment is due:

Due on Receipt: Payment expected immediately
Net 10: Due 10 days from invoice date
Net 15: Due 15 days from invoice date
Net 30: Due 30 days from invoice date

Terms can default from customer settings or company settings.

Invoice Date

Defaults to today
Can be backdated for work already completed
Affects due date calculation

Customer PO Number

If the customer provided a purchase order number:

Enter it for their reference
Appears on the invoice
Helps with their accounting

Adding Notes

Customer-Facing Notes

Visible on the invoice:

Payment instructions
Thank you messages
Scope clarifications

Internal Notes

Only visible to your team:

Reference information
Context about the work
Billing decisions

Tips

Create invoices promptly after completing work
Be specific in line item descriptions
Use your item catalog for consistency
Set payment terms that work for your business
Add notes for clarity

Common Questions

Q: Can I edit an invoice after sending? A: You can edit draft invoices freely. Sent invoices should generally not be changed - void and create new if needed.

Q: How do I add a discount? A: Add a line item with a negative amount, or adjust line item prices.

Q: Can I invoice for multiple jobs at once? A: Yes, add line items from each job. Or create separate invoices per job.

Q: What if I need to invoice in installments? A: See Progress Billing for partial invoicing.

Creating an Invoice

Overview