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Overview

Invoices capture line times, materials, and labor and give your customer a clear bill they can pay online or in person. The fastest way to create one is by converting an accepted estimate, but you can also build an invoice from scratch on web or mobile, finalize it, and start collecting payment.

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On Web: Admin Experience

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Converting an Estimate to an Invoice

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. You may need to make changes if you needed to order extra parts to complete the job or if you had to stay on the job longer than expected and want to add those extra hours of labor to the invoice. Follow the steps outlined below.

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Creating an Invoice

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 invoice by entering a customer record, selecting the green Actions button, and then the Create Invoice option. You can also create an invoice from the Invoices tab in the left-side menu, then selecting Create Invoice. Once on the job record, select Actions then Create Invoice.

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Completing an 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.

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Final Details

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.

• Add credit card fee: This can be a percentage or dollar amount that you can charge your customers for paying with a card.
• Change the tax rate: The default tax rate from your ‘Company Settings’ section is used by default, but it can be modified on a per-estimate basis. Only line items that are designated to be taxed will have tax applied.
• Add a discount or surcharge: This will add or subtract a percentage or fixed amount from the invoice total.

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.

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On Mobile: Field Experience

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Creating an Invoice

To create a new invoice, navigate to the Sales tab in the bottom menu, then select Invoices.​ Once here, you can sort your existing invoices using the menu at the top of the screen. Additionally, you can select the Create New button to build a new invoice. You can select Import Template to build your invoice from an existing template, or fill out the details to start from scratch. If you expect to use this invoice frequently, toggle on Save as Template to save time in the future! You can now select a customer to link to this invoice. If the invoice is connected to an existing job or project, search for and select the job/project in the Related Job/Related Project field. Include internal notes and tags as needed on the invoice as well. You can also manually adjust the invoice due date. To change your default invoice settings, learn more here. Now it’s time to add items to your invoice. There are a variety of ways to do this, based on your business needs and your preferences. Add Line Item: Selecting Add Line Item will allow you to search your item list in order to add items to the invoice. Add Grouping: allows you to organize your line items on the invoice, as well as control the visibility of the line item names and prices for your customer. Simply create a grouping then drag and drop line items into it to begin organizing your invoice! Insert Bundle: Bundles are for services and parts that are often grouped together. To learn more about bundles and how to create them, click here. Insert PO Items: Populate an invoice with items from a purchase order. To learn more, visit the Purchase Orders article. Pricebook: By selecting Pricebook, you will have the option to add flat-rate jobs straight from the Pricebook you created. The Granite Group: Add purchase orders items from The Granite Group to your invoice. To learn more, visit The Granite Group article. Apply Markup/Margin: allows you to apply a markup or achieve a margin, which will overwrite all the item prices in your invoice. Create Add-On Options: allows you to create add-ons for your customer to select and add on to the standard items listed in the invoice. This may look like an extended warranty, upgraded parts, or an additional service. After saving your invoice, you can now view the invoice record. Use the top menu to add related material to the invoice or view recent changes. When you’re ready, select View Invoice to show the invoice in person, or to email it to your customer. If you want to collect or mark payment on-site, select Payment. To learn more about collecting or marking payment, visit the Payments - Mobile App article.

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Convert an Estimate to an Invoice

If your customer accepts an estimate, select Convert to Invoice to transfer all the details from the estimate into an invoice record to save time. To begin, navigate to the Sales tab in the bottom menu and select Estimates. Select the estimate you’d like to convert to an invoice. Once in the estimate record, select Convert to Invoice. (Note: that the estimate record will no longer exist, as it will become an invoice record. If you want to maintain the estimate record after converting it to an invoice, learn more here.) Once converted into an invoice, you can make changes by selecting the Edit button. If everything looks good, select Finalize Invoice.

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Create an Invoice from a Job Record

To create an invoice directly from a job record, begin by navigating to the job record. Once in the record, select Actions then Create Invoice, or select Invoices from the top menu then Create Invoice. Notice that the customer name, invoice title, and related job have been automatically entered as the invoice was created directly from the job record.

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Invoice Statuses

As you create and send invoices, FieldPulse makes keeping track of the statuses easy. On your Invoices page, notice the statuses listed on the right side of each invoice record. Statuses include: Draft, Invoiced, Partially Paid, Paid, Overdue, and Void. These statuses are automatically updated by FieldPulse. You can also use the menu at the top of the Invoices page to sort your invoices by status.

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Customer Invoice Experience

To preview, send, or show an invoice, select View Invoice on the invoice record. Once here, you can select the invoice view you’d like to use: Dynamic Invoice or PDF. You can also send the invoice to your customer using the Send button, or select Present to show your customer the invoice in-person. To change the invoice settings for this invoice, select Settings. If you want to change your default invoice settings, visit this article. If you select Settings, you will be presented with these options.

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Capturing Line Item Images for Invoices

Step 1: Access the Estimate or Invoice Draft: Open the relevant record where you want to add your line items and images. Begin by clicking the green Add Line Item button. Step 2: Locate the “Add Image” Button: Once you’ve clicked on the line item you’d like to add to your estimate or invoice record, click the Add Image button before choosing to either Add Item or Add Item & Find Next. Step 3: Choose Your Option: After clicking the Add Image button you will be prompted to select one of the following options:

• Upload Photo: Select this option to choose an existing image from your device.
• Take Photo: Choose this option to open your camera and capture a new image directly related to the line item.

Step 4: Add Details: After taking or uploading a photo, you can title it, mark it up, add a description, and adjust settings like compression and date/time stamps. Press the Upload button in the top right corner of your screen when you are done making edits. Your image is now viewable for this line item.

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Barcode Scanning for Invoices

To utilize barcode scanning when adding items to invoices, begin by opening a new invoice in the mobile app. Scroll down and select Add Line Item. Select the Scan Barcode icon. Your device camera will now be used to scan the barcode. If the barcode does not exist in your system, it will read No Results Found. You can then select Create New Item. Enter the item name, type, SKU (if applicable), unit cost, unit price, and description. Notice that the barcode you scanned has been auto-populated in the UPC (Barcode) Field. When you’re finished, save the item and select Add Item. This will save the item in your item list and add it to the current invoice. If you search a barcode that is already in your system, you can see/adjust the details, as well as easily select the Add Item button to include it in your invoice.

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Video Tutorials

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Web App

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Mobile

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Have additional questions? Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.