Once you’ve added customers and set up some jobs, you’ll be ready to create your first quote 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' or 'Invoices’ pages on the lefthand menu, or from within a job. In either scenario you can link the estimate or invoice straight to a particular job.
Create from the 'Estimates' and 'Invoices' Pages:
On the left menu, click on either 'Estimates' or 'Invoices'. Then select the green 'Create Estimate' or 'Create Invoice' button.
Enter the Basic Details:
First, choose the customer or create a new one. Once you select a customer, you’ll be able to enter the name of the job or project 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 your 'Company Settings'. Next you can enter any notes about this quote or invoice including details of the work to be performed or any additional text you want to include.
Add Line items:
Next click on the 'Item' field 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 on the line item you want to add, then click the green 'Add Item' button. 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 to your invoice item repository now is a good time to add one.
In the ‘Item’ dropdown menu, click ‘Create New Line 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 choose to add the Unit Cost - this way you can track your profitability per Invoice/Estimate. Once your line item is set up, click 'Create Item' 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 quote or invoice is complete, when everything looks good click ‘Save’. This will save either a quote 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 Quote or Invoice:
If you would like to share this document with a customer click the 'Preview' button and then click ‘Email to Customer’. The customer’s email and name should be pre-populated so all you have to do is click 'Send'. You can also click 'More Options' for additional ways to send your customer the estimate/invoice.
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 on either Estimates (Quotes) or Invoices in the header depending on which one you'd like to start building. On this page, click ‘Create New’. This will pop up a window where you can create a quote 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 quote or invoice will live inside of this job record (as well as showing on the Quotes and Invoices page). This is useful for staying organized and making sure that the quote 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 quotes and invoices? We’ve got you covered! There are 3 main things to know about creating quotes and invoices:
You can create a quote or invoice from the 'Quotes 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 a quote or invoice from a job record
Click ‘Quotes 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 FieldPulse Payments
Contact your Customer Success Manager to get set up
If you need any help please email us at email@example.com or live chat with us using the blue button in the bottom right corner.