Overview
Invoicing in Commercial Accounts happens at the project level. You select completed jobs, create an invoice, and send it to the client via email. The Invoices & Payments tab on the project detail page is your central hub for all billing activity.
Before You Start
Available to companies with Smart Pro.
You must have Accounts permission.
The project must have at least one job to invoice.
How to Access Invoices
Open the project detail page.
Click the Invoices & Payments tab.
If no invoices exist yet, the tab displays an empty state with a Create Invoice button.
How to Create an Invoice
On the Invoices & Payments tab, click Create Invoice.
The Create Invoice modal opens with a table of available jobs.
Select the jobs you want to include on this invoice:
Check individual job checkboxes, or use the select all checkbox in the table header.
Each row shows the Job Number, Service Type, Service Date, Amount, and Status.
Jobs that are already on another invoice appear dimmed.
Review the summary row at the bottom, which shows Total Jobs selected and the Invoice Total.
Optionally, enter or select a Purchase Order Number:
If the project has multiple POs, a dropdown appears for you to select one.
If the project has one or no POs, a text field appears for manual entry.
Select a Due Date for the invoice.
Click Create.
đĄ SmartTip: Group related jobs on a single invoice when possible to reduce the number of invoices your client receives. You can always create separate invoices for different PO numbers.
Reviewing Job Totals, Discounts, and Sales Tax
Before creating an invoice, you can review and adjust each job's estimated total, including any discounts and sales tax, from the job's Overview tab. The amounts shown here flow through to the invoice.
From the project detail page, open the job you want to review.
On the Overview tab, locate the Job Total card in the right sidebar.
The Job Total card displays:
Row | Description |
Subtotal | The sum of all rated services on the job before discounts and tax |
Discounts | A line for each bottom-line discount applied to the job, with the discount name, percent (if defined), and dollar amount |
Subtotal (Less Discounts) | The subtotal after bottom-line discounts are applied |
Sales Tax | The sales tax amount, with the tax rate shown in parentheses |
Estimated Total | The final job total after discounts and sales tax |
Price Range | The estimated low and high range, when price ranges are defined |
Not-to-Exceed | The maximum amount you have committed to bill the client for this job |
Add or Edit a Bottom-Line Discount
In the Job Total card, click Add Discount under the Discounts section.
Enter the discount name, type (percent or fixed amount), and value.
Save the discount. It appears in the Discounts section and reduces the Subtotal (Less Discounts).
To edit or delete an existing discount, click the three-dot menu next to the discount and select Edit or Delete.
Edit the Sales Tax Rate or View the Tax Breakdown
In the Job Total card, click the three-dot menu next to Sales Tax.
Select Edit to override the tax rate for this job. An overridden rate is marked with a warning indicator next to the Sales Tax row.
Select View Tax Breakdown to see how the sales tax was calculated across taxable services.
đĄ SmartTip: Discounts and sales tax adjustments made in the Job Total card update the invoice total automatically. Review this card before creating the invoice to confirm the amount the client will see.
Credit Card Fees on Invoices
Where a credit card fee applies, the amount shown on the invoice is inclusive of credit card fee taxes. The fee percentage comes from your branch settings, so branches can charge different fees.
Debit card payments carry no credit card fee, and the fee can be waived on an individual payment when you record it.
Understanding the Invoices & Payments Table
The table shows both invoices and payments in a unified list with these columns:
Column | Description |
Description | The invoice or payment description (clickable to view details) |
Status | Color-coded status badge |
Date | The invoice or payment date |
Late By | The due date (for invoices) |
Amount | The total amount, minus any refunds |
Balance | The remaining balance |
Filtering and Searching
Search: Type in the Search Description field to filter by description text.
Type Filter: Filter by type using the All Types dropdown.
Status Filter: Filter by status using the All Statuses dropdown.
The table displays 10 items per page with pagination controls at the bottom.
Invoice Actions
Click the three-dot menu on any invoice row to access these actions:
Action | Description |
Preview | Opens the invoice preview page with a PDF view |
Edit | Opens the Create Invoice modal with the current invoice's data for editing |
Send | Sends the invoice to the client via email |
Delete | Deletes the invoice |
How to Preview an Invoice
Click the three-dot menu on an invoice row and select Preview, or click the invoice description.
The invoice preview page displays a PDF view of the invoice.
The PO number appears in the header if one was assigned.
Click Send Invoice to email the invoice to the client (available for unpaid invoices).
Click Back to Project to return to the project detail page.
How to Edit an Invoice
Click the three-dot menu on an invoice row and select Edit.
The Create Invoice modal opens with the current selections.
Add or remove jobs, update the PO number, or change the due date.
Click Update to save.
How to Send an Invoice
Click the three-dot menu on an invoice row and select Send, or click Send Invoice from the invoice preview page.
The Send Invoice slideout opens, reading "Send the invoice to:" above the contacts that have an email address, grouped by where they are assigned.
Select the checkbox beside each email address that should receive the invoice. You can select more than one.
Send the invoice.
Contacts with portal access carry a Customer Portal Access badge in the list, so you can tell who can also pay the invoice themselves from the Commercial Customer Portal.
Note: Only contacts with an email address appear in the list. When none do, the slideout reads "No contacts with email addresses found." Add an email address to the contact first.