Browse the field guide 48 workflows
Billing and Cash Flow

Create and Send a Job Invoice

Turn completed or contractually billable work into an accurate invoice with a clean audit trail and payment path.

Usually handled by
Billing specialist, project manager, or office manager
Working time
About 12 minutes
Related workspace
View invoicing features
Start here Open job → Invoices → Create Invoice, or Main menu → Invoices → New
The result

What good looks like

A reviewed invoice linked to the correct job/customer, containing supported charges, terms, tax, and a recorded delivery event.

Before you start

Have these details ready

  • Billable scope, labor, material, and approved changes
  • Customer billing contact, terms, tax, and PO requirements
  • Deposit, progress, retainage, credit, and prior-invoice context
Step-by-step

Run the workflow

  1. Confirm billing readiness

    Review closeout, line items, approved change orders, material/labor capture, deposit, milestones, and unresolved disputes before drafting.

  2. Choose invoice type

    Create final, progress, deposit, milestone, or retainage billing according to the contract. Avoid billing the same value twice across invoices.

  3. Build the invoice

    Select customer/job, service and invoice dates, line items, quantities, tax, discounts, payment terms, PO, and customer-facing notes.

  4. Reconcile to the job

    Compare previously invoiced, paid, withheld, credited, and remaining amounts. Use the job billing workflow or closeout packet to address warnings.

  5. Preview and approve

    Check document layout, remit-to details, totals, terms, attachments, and required internal approval.

  6. Send and verify

    Create/save the invoice, send through the supported channel, confirm delivery history, and schedule collections follow-up based on due date.

Close the loop

Check your work

Do not call the workflow complete until these statements are true.

  • Invoice plus prior billing does not exceed authorized scope
  • Terms, tax, PO, and billing contact are correct
  • Delivery and due-date ownership are visible
Common problems

If something does not look right

Closeout is incomplete

Return the job to the responsible owner with the specific blocker instead of inventing missing field data.

The customer disputes scope

Pause the disputed amount, gather accepted quote/change-order evidence, and record the resolution before sending a revised invoice.

Handoff

Keep the workflow moving

Billing and Cash Flow Record and Apply a Customer Payment

Take a payment securely, apply it to the intended invoice, and leave the balance and receipt history correct.

 Billing and Cash Flow Work an Overdue Invoice

Use a consistent collections sequence that confirms facts, records contact, and escalates based on risk and company policy.

 Billing and Cash Flow Connect QuickBooks Online or Xero

Connect the company's accounting provider, map records, and prove the handoff with controlled test transactions.
Put the process to work

Run the workflow with your own customers, crews, and pricebook.

Start a trial or review the connected feature workspace before setting up your team's process.

Start Free Trial Browse features