Creating Invoices

Learn the complete invoice workflow from creation to payment collection.

The Estimate → Job → Invoice Workflow

HeyJack is designed around a natural business flow:

1. Estimate - You create and send a proposal to the customer
2. Acceptance - Customer reviews, signs, and optionally pays a deposit
3. Job - You schedule and complete the work
4. Invoice - You bill for the remaining balance (or full amount)
5. Payment - Customer pays, and it syncs to your books

At each stage, HeyJack tracks status changes and can trigger notifications and tasks automatically.

Invoice Statuses Explained

• Draft - Invoice created but not sent. Edit freely.
• Sent - Delivered to customer. You'll see when they view it.
• Viewed - Customer has opened the invoice link.
• Partial - Some payment received, balance remaining.
• Paid - Full payment received. Automatically marked when payment clears.
• Overdue - Past the due date with balance remaining. Triggers reminder tasks.
• Void - Cancelled invoice. Use instead of deleting to maintain records.

Automatic vs. Manual Invoicing

Converting from Estimate (Recommended):

• All line items, pricing, and customer info are copied automatically
• If a deposit was collected, it's applied as a credit
• The invoice links back to the original estimate for your records
• Any adjustments made during the job can be added before sending

Creating from Scratch:

• Use for work done without a prior estimate
• Add line items from your pricebook or create custom items
• Good for service calls, repairs, or add-on work

Payment Terms & Due Dates

Set default payment terms in Settings → Company → Billing. Common options:

• Due on Receipt - Payment expected immediately
• Net 15 - Due 15 days from invoice date
• Net 30 - Due 30 days from invoice date
• Custom - Set any number of days

The due date is calculated automatically when you send the invoice.

What Happens When an Invoice Goes Overdue

1. Status changes to "Overdue" automatically at midnight on the due date
2. A task is created to remind you to follow up
3. If enabled, an automatic reminder email is sent to the customer
4. The invoice appears in your "Needs Attention" dashboard widget

Applying Deposits & Partial Payments

If the customer paid a deposit when accepting the estimate:

• The deposit amount appears as a line item credit on the invoice
• The "Amount Due" shows the remaining balance
• Payment history shows all transactions

For partial payments, the invoice stays in "Partial" status until fully paid. You can send payment reminders for the remaining balance.