Once you’ve added customers and set up some jobs, you’ll be ready to create your first estimate or invoice. The process is the same regardless of which one you’re creating. There are two ways you can create an estimate or invoice - on the ‘Estimates and Invoices’ page, or from within a job. In either scenario you can link the estimate or invoice to a particular job.
Create from the Estimates and Invoices Page:
On the left menu, click on ‘Estimates and Invoices’. On that page, in the header, click on ‘Estimates’, or ‘Invoices’, then click ‘Create Estimate’ or “Create Invoice’ on the next page. This will pop up a ‘New Estimate / Invoice’ window.
Enter the Basic Details:
Select Estimate or Invoice at the top of the window, then choose the customer. Once you select a customer, you’ll be able to enter the name of the job that this estimate or invoice is linked to. You can then enter an ‘Invoiced date’ or leave it blank and it will default to today’s date. Next add a due date or leave it blank and it will default to the systems default due date that you set up in Administration. Here's the LINK. Next you can enter any notes about this estimate or invoice including details of the work to be performed or any additional text you want to include.
Add Line items:
Next click the green Add Line Item button to start adding line items to the estimate or invoice. These are the items that will be listed on the estimate or invoice with prices next to them to comprise the total of the work that you are billing for.
In the window that pops up, click to select the line item you want to add. You can adjust the price or quantity of any line item on the fly. When everything looks correct, click save. If you have not added any line items now is a good time to add one.
In the ‘Select invoice item’ dropdown, click ‘Create New Invoice item’. You will then enter the item name, decide whether it is a product or a service, enter the default quantity and price and you can even click ‘Advanced’ to add the unit cost for determining invoice profitability. Once your line item is set up, click save and then add it into the estimate or invoice you're creating.
Repeat this process to add as many line items as you need until your estimate or invoice is complete, when everything looks good click ‘Save’. This will save either an estimate or an invoice draft. Either can be edited by clicking the edit button so you can change any details you want on the fly.
Share the Estimate or Invoice:
If you would like to share this document with a customer click generate PDF and then at the top of the PDF window click ‘Email to Customer’. The customer’s email and name should be pre-populated so all you have to do is click Send.
Create an Estimate or Invoice from a Job
To create an estimate or invoice from a job open the job from the jobs page (on the left hand menu). Within the job, click Estimates & Invoices in the header. On this page, click ‘Create new’. This will pop up a window where you can create an estimate or invoice using the same steps as we detailed above. The only difference here is that the customer and job record will be pre-populated and the estimate or invoice will live inside of this job record (as well as showing on the Estimates and Invoices page). This is useful for staying organized and making sure that the estimate or invoice is linked to a particular job.
Accepting Payment by Credit Card
Whenever you create an invoice in FieldPulse, you'll be able to accept payment for that invoice through credit card using our built-in credit card processing. This will allow you to accept payment on site with the mobile app, over the phone when customers call in card information, or our most popular option- by emailing out an online payment request for any invoice in the system. This is included in your FieldPulse subscription. To get started with payments contact your customer success manager who can set you up with an account.
Looking for a quick summary for creating estimates and invoices? We’ve got you covered! There are 3 main things to know about creating estimates and invoices:
- You can create an estimate or invoice from the 'Estimates and Invoices' page. Always include:
- Customer name and Job title (if applicable)
- Invoiced date and due date
- Add line items (set the quantity and price)
- You can create an estimate or invoice from a job record
- Click ‘Estimates and Invoices’ in the header of the job and ‘Create new’
- You can accept payment for invoices through credit card using our built in processing
- Contact your customer success manager to get set up