Issue and send an invoice

Like an estimate, an invoice is built as a draft, then issued. Sending it to the client is a separate step, shown as a mark beside the status. Owners and admins can create and send invoices.

Ways to start an invoice

• From scratch, as below.
• From a job: open the job and choose New Invoice, or Invoice Hours to bill its unbilled time.
• From an approved estimate: see From estimate to invoice and job.
• From a completed visit, when the job has an invoice template: see Complete visits and jobs.

On the web

1. Open Invoices in the sidebar.
2. Choose New Invoice, then New Invoice for a blank one, or From Template.
3. Pick the client, and a job if it’s for one.
4. Add your lines with Add Item or Add from Saved.
5. Choose the Payment terms: Upon Receipt, Net 15, Net 30 or Net 60.
6. Choose Create Invoice. It’s saved as a draft.

On the phone

1. Tap More, then New Invoice.
2. Pick the client, then one of their open jobs or Skip — No Job.
3. Add your line items, or tap Use a Template.
4. On Review & Create, pick the Payment Terms, then tap Create Invoice.

Invoices need a connection on the phone.

Issue it

Open the invoice and choose Issue Invoice. Issuing gives it its number and locks its date. Leave Send to client after issuing on to go straight to sending.

With Net 15, Net 30 or Net 60, the due date is that many days after the invoice date. An Upon Receipt invoice shows Due on receipt and has no due date, so it never shows as Overdue and gets no automatic reminders.

Send it

Choose Send Invoice, then:

• Email it from FieldFlow. The email has a View Invoice button. The client can pay online from there once Stripe is connected (see Online payments).
• Text it from your phone with Text from my phone. Your Messages app opens with the link filled in, and the text goes from your own number.

If you handed it over on paper or in person, choose Mark as Sent from the … (More actions) menu. On the phone you can also pick Paper Invoice in the send sheet.

Invoice links don’t expire. While the invoice still owes, you can send it again: choose Resend from the … (More actions) menu.

On the web you can also send several at once. In the Invoices list, select invoices, then choose Send to issue and email the drafts, or Send Reminder to email a reminder for the ones that still owe. Clients with no email address are skipped.

What the status means

• Draft: not issued yet. You can still change anything.
• Issued: it has a number and is locked, and nothing has been paid.
• Partial: part of it has been paid, and it isn’t past due.
• Paid: nothing is left to pay.
• Overdue: the due date has passed and money is still owed, even if part of it was paid.
• Void: cancelled, with its number kept on record.

Whether the invoice has gone to the client is a separate mark beside the status on its page: Sent Oct 12, 2026 once you email it, text it or mark it as sent, or Not sent yet until then. Once it has been sent and still owes, Record Payment leads and Resend moves to the … (More actions) menu. Reminders start only once it has been sent.

Fixing a mistake

You can only edit a draft. To change an issued invoice that has no payment or credit on it, and no bank transfer processing for it, choose Revert to Draft from the … (More actions) menu. It goes back to draft with the same number and its Sent mark cleared, and you can edit it and issue it again. If your client opened the invoice’s payment page in the last 24 hours, it can’t go back to draft yet: wait, or void it and issue a new one.

Once money or a credit is on it, use a credit note instead (see Refunds and credit notes), or void it if nothing has been paid.