The most efficient method to create an invoice is to convert an existing estimate into an invoice. This will transfer all the customer/job information, as well as all of the line items.

To begin, open the estimate record you'd like to convert, then select Convert to Invoice.

Your estimate will now convert into an invoice. (Note: FieldPulse will not maintain the estimate record when converting it into an invoice record. If you'd like to preserve the estimate record, visit the Default Estimate & Invoice Settings article to learn how to adjust your settings.)

From the new invoice record, select Edit to make changes. Follow the steps outlined below.

To begin, open the Job Record for which you want to create an invoice. You can do so from the Schedule or Jobs tab in the left-side menu.

You can also create an estimate by entering a customer record then selecting Actions > Create Invoice, or from the Invoices tab in the left-side menu, then selecting Create Invoice.

Once on the job record, select Actions then Create Invoice.

You will now add details to your invoice. If created via a job record, the customer and linked job will be auto-populated. If created from a customer record or the Invoices tab, you may need to link the related customer and/or job.

The invoice expiration date is set as a default in Company Settings, but you can click into the Due Date field to change it.

Now, you'll need to add your line items. Select the Add Item button and start typing the name of a line item to add it to your estimate. When you see the item you want, click on it.

Fill in any missing info, then click Add to Invoice and Add Next Item if you have additional line items to include or Add to Invoice if this is your last line item.

To add a line item that is not already saved in the system, click Create New Line Item.

Enter the item name, type, SKU (if applicable), unit cost, unit price and description. Decide whether to track inventory on this item, and click Save Item then Add Item. This will save the item in your item list and add it to the current estimate.

After adding your line items, you can click the eye icon on the right to choose whether that line item is visible to the customer or not, the pen icon to edit the item, or the trash icon to delete the item.

Once you're finished adding line items, you can add notes, attach files, and/or add a contract. To add Invoice Notes, simply start typing in the box, it will automatically save when you save the invoice. These notes will be shown near the top of the invoice PDF. To include internal notes not visible to your customers, use the Internal Notes tab.

To attach files or photos, click on the files field and upload your desired files.

To attach a contract, click on the contracts field and select your desired contract. To learn more about contracts or to set a default contract, click here.

Next, you can review your subtotal, add a discount or surcharge, and edit the tax rate as necessary.

Once your invoice is complete, click Save Invoice. You'll then be taken to the invoice record. If you want to make any changes, select Edit. When you're ready, click View Invoice to generate a preview of the invoice.

From here, you can send the invoice to your customer, as well as customize the appearance of your invoice. To learn more, visit the other articles in the Sales Collection.

Back on the invoice record page, click Finalize Invoice to move the status of the invoice from Invoice Draft to Invoiced. Once the invoice status reads Invoiced, you can accept payment. Once the customer has paid in full, the invoice status will change to Paid. To learn more about payments, click here.