For ContractorsFor HomeownersFor BuildersFor BusinessesPricingHelpStart Free Trial

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 Scratch

When work isn't tied to a job:

  1. Go to Invoices in navigation
  2. Click "Create Invoice" or the + button
  3. Fill in all details manually

Invoice Details

Customer Information

  • Customer: Select from your customer list
  • Property: Choose the work location (if applicable)
  • Related Records: Link to job, ticket, or project

Invoice Settings

  • Invoice Date: When the invoice is issued (defaults to today)
  • Payment Terms: Net 15, Net 30, Due on Receipt, etc.
  • Tax Rate: Your applicable sales tax percentage
  • Customer PO: Reference number if customer provided one

Line Items

Add what you're charging for:

  1. Click "Add Line Item"
  2. Enter description of work or materials
  3. Set quantity and unit price
  4. Mark taxable if applicable
  5. Total calculates automatically

Repeat for each item or service.

Notes

  • Notes: Visible to customer (payment instructions, thank you message)
  • Internal Notes: Only visible to your team (not on PDF)

Adding Photos to Invoices

Upload Photos Directly

You can add photos to any invoice to document completed work:

  1. Open the invoice you want to add photos to
  2. Click "Add Photo" or the photo upload button
  3. Select photos from your device
  4. Photos upload and attach to the invoice
  5. Photos appear on the invoice view and PDF

Attach Photos from Linked Job

If the invoice is linked to a job with a job report:

  1. Click "Attach from Job" on the invoice
  2. Select photos from the job report's photo gallery
  3. Chosen photos attach to the invoice automatically

Managing Invoice Photos

  • Remove photos: Click the X or remove button on any photo
  • Reorder photos: Drag and drop to change order (if supported)
  • Photos on PDF: All attached photos appear on the invoice PDF sent to customers

Invoice Status

Invoices move through these statuses automatically:

  • Draft: Being created, not sent yet
  • Sent: Emailed to customer
  • Viewed: Customer opened the invoice
  • Partially Paid: Some payment received
  • Paid: Fully paid
  • Overdue: Past due date with balance remaining
  • Void: Cancelled, no longer valid

After Creating

Once created, you can:

  • Send the invoice to your customer
  • Accept payment online or record offline payments
  • Generate PDF for printing or emailing
  • Convert estimate to invoice (if created from estimate)

Tips

  • Add photos of completed work to show customers exactly what they're paying for
  • Use job reports - Creating from a completed job saves time and ensures accuracy
  • Set defaults - Configure default payment terms and tax rates in Settings
  • Link related records - Connecting invoices to jobs and tickets keeps everything organized
  • Review before sending - Double-check totals and customer email address

Questions

Q: Can I edit an invoice after sending it? A: Yes, but be cautious. If customers have already seen it, communicate any changes. Consider voiding and creating a new invoice for major changes.

Q: What if I forgot to add a line item? A: Edit the invoice and add the line item. Totals recalculate automatically. If already sent, consider sending a revised invoice or a separate invoice for the additional work.

Q: How do photos appear on the invoice? A: Photos appear in the invoice view and are included in the PDF that customers receive. They provide visual documentation of the completed work.

Q: Can I attach photos from multiple jobs? A: Currently, the "Attach from Job" feature works with the single job linked to the invoice. For photos from multiple jobs, upload them directly to the invoice.

Q: Do invoice photos take up storage space? A: Yes, photos are stored in Vercel Blob storage. Each photo contributes to your account's storage usage.

ACTION: NEW FILENAME: invoicing/invoice-photos.md CONTENT:

title: "Invoice Photos" category: "Invoicing" description: "Add photos to invoices to document completed work"

Overview

Invoice photos let you include visual documentation of completed work directly on your invoices. Show customers exactly what they're paying for with before/after photos, completed installations, or proof of materials used.

Adding Photos to Invoices

Upload New Photos

  1. Open the invoice you want to add photos to
  2. Click "Add Photo" or the upload button
  3. Select photos from your device (phone or computer)
  4. Photos upload to cloud storage
  5. Photos attach to the invoice automatically

Attach Photos from Job Reports

If your invoice is linked to a job that has a completed job report:

  1. Click "Attach from Job" on the invoice
  2. Browse photos from the linked job report
  3. Select the photos you want to include
  4. Click "Attach" to add them to the invoice
  5. Selected photos appear on the invoice

Managing Invoice Photos

Removing Photos

  1. Open the invoice with photos
  2. Click the X or remove button on any photo thumbnail
  3. Confirm removal if prompted
  4. Photo is deleted from storage and removed from invoice

Photo Display

  • Invoice view: Photos appear as thumbnails in the invoice details
  • PDF generation: All photos are included in the invoice PDF
  • Customer view: Customers see photos when viewing the invoice online
  • Email: Photos are embedded in the PDF attachment when you email invoices

Best Practices

What Photos to Include

  • Completed work: Finished installations, repairs, or projects
  • Before/after: Show the transformation your work created
  • Materials used: Document quality materials or specific products
  • Problem areas: Show issues discovered during work (for transparency)
  • Clean workspace: Demonstrate professional cleanup

Photo Tips

  • Good lighting: Clear, well-lit photos look more professional
  • Close-ups and wide shots: Mix detail shots with overview photos
  • Limit quantity: Include 3-6 relevant photos, not 20+ redundant shots
  • File size: Large photos increase PDF size and email delivery time
  • Privacy: Avoid capturing personal items or sensitive information

Technical Details

Storage

  • Photos are stored in Vercel Blob cloud storage
  • Each photo is given a unique URL when uploaded
  • Photos remain accessible as long as the invoice exists
  • Deleting a photo removes it from storage and the invoice

File Types

Supported formats:

  • JPEG/JPG: Most common, good compression
  • PNG: Higher quality, larger file size
  • HEIC: iPhone photos (converted automatically)

File Size

  • Recommended: Under 5MB per photo
  • Maximum: 10MB per photo
  • Large photos may be compressed automatically

Questions

Q: Do photos appear on printed invoices? A: Yes, photos are included in the PDF, so they print when you print the invoice.

Q: Can I add photos to an invoice I already sent? A: Yes, you can add photos to any invoice at any time. If you've already sent it, consider re-sending the updated version to the customer.

Q: What happens to photos if I void an invoice? A: Photos remain attached to voided invoices but are not displayed on new invoices. They're preserved for record-keeping.

Q: Can I reuse photos across multiple invoices? A: Not directly. Each invoice has its own photo attachments. Upload the same photo to multiple invoices, or use

Was this article helpful?

Still need help?

Contact Support →

Invoicing & Payments