Getting paid

Estimates & Invoicing

Quote a customer, get it approved and e-signed with no login required, turn it into a job, and get paid online.

Building an estimate

Pick a customer, add line items (description, quantity, unit price), and set a discount amount and tax rate. You can start from a saved estimate template — a reusable named set of line items managed under the Estimate Templates page — instead of building one from scratch each time.

Worth knowing

Templates currently exist for estimates only; invoices don't have their own template system, though converting an approved estimate into a job (and later invoicing that job) carries the line items over automatically.

Customer approval and e-signature

Once an estimate is no longer a draft, it has its own public approval link — no customer login required. On that page, the customer can sign and approve (typed name plus an on-screen signature) or decline. Approving stores the signature and timestamp and marks the estimate approved.

Converting an estimate to a job

Once an estimate is approved, a "Convert to job" action creates a new job for the same customer with the estimate's line items carried over, at your workflow's first stage, and links the estimate to the new job. This can only be done once per estimate.

Invoicing

Invoices use the same line-item editor as estimates. The status lifecycle is Draft → Sent (which emails the customer) → Paid/Partial (via a payment) or Void.

What this does not do

Invoices are not chased for you. An invoice stays as you left it — nothing moves a sent invoice to Overdue on its own, and no reminder goes out when a due date passes, so chase them from the invoice list rather than waiting to be told.

Getting paid online

To accept online card payments from your customers, connect your own Stripe account under Settings → My Subscription (paste your Stripe secret and publishable keys — they're validated live before saving). Once connected, a customer viewing their invoice on the public portal sees a "Pay now" button that opens a Stripe Checkout session against your Stripe account, not the platform's. Payment is verified and applied automatically when the customer returns from checkout.

Worth knowing

This is separate from your own subscription payment to us for using the platform — see Platform Subscription & Billing. Customer payments always flow directly to your own Stripe account; we're never a party to that transaction.

Manual payments and credit notes

You can also record a manual payment against an invoice's balance (for cash, check, bank transfer, or anything paid outside Stripe), or issue a credit note with an amount and reason, which reduces the balance and is recorded for your records.

Keeping your accounts in step

If you have connected Xero or QuickBooks, each invoice shows whether it reached your accounting package and how many of its payments went with it — plus a Sync now button if something has not made it. Press it as often as you like; nothing is sent twice.

Refunds and credit notes are sent as credit notes at the other end, so a refunded invoice does not sit in your books reading as fully paid. Invoices and payments carry the date they actually happened, not the date they synced, so your monthly figures stay right even when you bring across a year of history at once.

Worth knowing

If your accounting package works out sales tax itself — QuickBooks does this in the US — its total can differ from ours when the rates do not match. Rather than quietly booking the difference as a customer credit, we refuse the payment and tell you which invoice and by how much.

Exporting invoices

Export invoices as CSV in a general format, or in layouts pre-formatted for bulk import into Xero or QuickBooks, from the invoice list's export option.

Both invoices and estimates have a print view — a clean, itemised page without the app around it, which your browser will print or save as a PDF. It opens from the Print button on the record itself.