From estimate to invoice and job

When the client says yes, you bill the work with an invoice made from the estimate. The estimate can also belong to a job, so the job shows its documents and money in one place.

Convert to an invoice

Open the estimate and choose Convert to Invoice from the … (More actions) menu, then Create Invoice. It works on an issued (including expired) or approved estimate. An issued one becomes approved when you convert it.

FieldFlow creates a draft invoice with all of the estimate’s line items, for the same client and job. The estimate’s own lines don’t change. Each estimate has one invoice: converting again is refused while that invoice exists.

The invoice is a draft, so you can check it before you issue and send it. See Issue and send an invoice.

What happens to the deposit

If the client paid a deposit, the converted invoice bills the full estimate and counts what they paid on the deposit invoice. The client only owes the rest.

When you issue the converted invoice, an unpaid deposit invoice is voided, so the client can’t pay twice. It’s marked as replaced by the final invoice. If the deposit was partly paid, the final invoice carries what was paid, and the deposit’s unpaid rest is no longer owed on the deposit invoice.

Link the estimate to a job

FieldFlow doesn’t turn an estimate into a job by itself. You link the estimate to a job, and the invoice you convert from it goes on the same job. A deposit invoice goes on the estimate’s job as well.

You can pick a job when you create the estimate, or link one later.

On the web

On the estimate, find Linked job and choose Link a job…. Pick one of the client’s jobs, or choose Create new job for this client to make one there and then.

On the phone

On the estimate, tap … (More actions), then Link Job, and pick one of the client’s open jobs. To link a new job, create it first (More, then New Job), then link it.

To unlink a job, choose Unlink Job from the same menu.

A paid or void document with no job can’t be linked to one.