Invoicing

Required Role: OWNER, EMPLOYEE
Plan Required: STARTER

Create professional invoices and track payments for your services with Turf Pro Logic's invoicing system.

Overview

The Invoicing system allows you to create professional invoices, send them to customers via email, track payment status, record payments, and enable online payment collection through Stripe Connect.

Getting Started

Before creating invoices, ensure you have:

• Customers and properties set up (see Customer Management)
• Services configured (see Services Catalog)
• Email settings configured (see Business Settings)
• Stripe Connect set up (optional, for online payments - see Business Settings)

Creating Invoices

Step-by-Step: Create a New Invoice

1. Navigate to Invoices in the sidebar

2. Click "Create Invoice" or the plus icon

3. Select customer and property:

• Customer: Choose from dropdown (searchable)
• Property: Select property for the customer

4. Add line items:

• Click "Add Line Item"
• Description: Service or item description
• Quantity: Number of units
• Rate: Price per unit
• Amount: Automatically calculated (Quantity × Rate)
• Repeat for each service/item

5. Set invoice details:

• Invoice Number: Auto-generated or custom
• Invoice Date: Date invoice is issued
• Due Date: Payment due date
• Payment Terms: Net 15, Net 30, Due on Receipt, etc.
• Notes: Additional information for customer

6. Review totals:

• Subtotal: Sum of all line items
• Tax: If applicable (configured in settings)
• Total: Final amount due

7. Click "Create Invoice"

Creating Invoice from Job

1. Open a completed job

2. Click "Create Invoice" button

3. Job line items are automatically added to invoice

4. Review and adjust as needed

5. Set payment terms and due date

6. Click "Create Invoice"

Related: See Job Scheduling for job management

Invoice Status

Track invoices through their lifecycle.

Status Types

• Draft: Invoice created but not yet sent to customer
• Sent: Invoice has been emailed to customer
• Paid: Full payment has been received
• Overdue: Past due date and not paid
• Cancelled: Invoice has been cancelled

Changing Invoice Status

1. Open the invoice detail page

2. Status is displayed at the top

3. Status updates automatically when:

• Invoice is sent (changes to "Sent")
• Payment is recorded (changes to "Paid" when fully paid)
• Due date passes (changes to "Overdue")

Sending Invoices

Send invoices to customers via email.

Sending an Invoice

1. Open the invoice detail page

2. Click "Send Invoice" button

3. Invoice is emailed to customer's email address

4. Status automatically changes to "Sent"

5. Customer receives email with:

• Invoice PDF attachment
• Link to view invoice online
• Link to pay online (if Stripe Connect enabled)

Invoice Email Settings

Configure invoice email templates in:

• Settings → Business Settings → Email Templates → Invoice Email

Related: See Email Templates for customization

Payment Tracking

Record and track customer payments.

Recording a Payment

1. Open the invoice detail page

2. Click "Record Payment" button

3. Enter payment details:

• Amount: Payment amount (can be partial)
• Payment Method: Cash, Check, Credit Card, Bank Transfer, etc.
• Payment Date: Date payment was received
• Reference Number: Check number, transaction ID, etc.
• Notes: Additional payment information

4. Click "Record Payment"

5. Invoice status updates automatically:

• Partial payment: Remains "Sent" or "Overdue"
• Full payment: Changes to "Paid"

Viewing Payment History

1. Open the invoice detail page

2. Scroll to "Payment History" section

3. View all payments recorded for this invoice:

• Payment date
• Amount
• Payment method
• Reference number

Editing or Deleting Payments

1. Open invoice payment history

2. Click on payment to edit

3. Make changes or delete

4. Note: Only OWNER can typically edit/delete payments

Online Payment Collection

Enable customers to pay invoices online via Stripe Connect.

Setting Up Stripe Connect

1. Go to Settings → Business Settings

2. Navigate to "Payment Collection" or "Stripe Connect" section

3. Click "Connect Stripe Account"

4. Follow Stripe onboarding process:

• Enter business information
• Verify identity
• Add bank account for payouts

5. Complete Stripe account setup

6. Account is connected and ready

Customer Payment Process

Once Stripe Connect is set up:

1. Customer receives invoice email

2. Clicks "Pay Online" link

3. Redirected to secure payment page

4. Enters payment information

5. Payment is processed

6. Invoice status updates to "Paid" automatically

7. You receive notification of payment

Related: See Business Settings for Stripe Connect setup

Invoice Templates

Customize invoice appearance and content.

Customizing Invoice Template

1. Go to Settings → Business Settings

2. Navigate to "Invoice Settings" or "Templates"

3. Configure:

• Logo: Upload company logo
• Company Information: Name, address, contact info
• Payment Terms: Default terms
• Tax Settings: Tax rates and calculations
• Custom Fields: Additional fields to display
• Footer Text: Custom message on invoice

Invoice PDF

Invoices are automatically generated as PDFs when:

• Sent via email
• Downloaded manually
• Viewed in customer portal

PDF includes:

• Company logo and information
• Customer information
• Invoice number and dates
• Line items with details
• Totals and payment terms
• Payment instructions

Common Tasks

Editing an Invoice

1. Open the invoice detail page

2. Click "Edit" button

3. Make changes to:

• Line items
• Dates
• Payment terms
• Notes

4. Click "Save"

5. Note: Cannot edit invoices that are paid or cancelled

Duplicating an Invoice

1. Open the invoice detail page

2. Click "Duplicate" or menu option

3. New invoice created with same line items

4. Edit dates and details as needed

5. Save

Downloading Invoice PDF

1. Open the invoice detail page

2. Click "Download PDF" button

3. PDF file downloads to your device

Printing Invoice

1. Open the invoice detail page

2. Click "Print" button

3. Print dialog opens

4. Select printer and print

Marking Invoice as Paid

1. Open the invoice detail page

2. Click "Record Payment"

3. Enter full payment amount

4. Select payment method and date

5. Save

6. Invoice status changes to "Paid"

Sending Payment Reminder

1. Open overdue invoice

2. Click "Send Reminder" button

3. Reminder email sent to customer

4. Or manually send email with invoice link

Troubleshooting

Invoice email not sending

• Check email settings: Verify SMTP is configured in Business Settings
• Verify customer email: Ensure customer has valid email address
• Check spam folder: Customer may need to check spam
• Test email: Send test email from Settings to verify configuration
• Contact support: If issue persists, contact support@turfprologic.com

Payment not recording

• Check amount: Ensure payment amount doesn't exceed invoice total
• Verify permissions: Only OWNER and EMPLOYEE can record payments
• Refresh page: Try refreshing and recording again
• Check invoice status: Cannot record payments on cancelled invoices

Stripe Connect not working

• Verify setup: Ensure Stripe Connect account is fully set up
• Check account status: Verify Stripe account is active
• Review Stripe dashboard: Check for any issues in Stripe
• Reconnect account: Try disconnecting and reconnecting
• Contact support: For Stripe-specific issues

Invoice PDF not generating

• Refresh page: Try refreshing and downloading again
• Check browser: Try different browser
• Clear cache: Clear browser cache and try again
• Contact support: If issue persists

Can't edit invoice

• Check status: Paid or cancelled invoices cannot be edited
• Verify permissions: Only OWNER and EMPLOYEE can edit
• Create new invoice: If needed, duplicate and create new invoice

Payment not showing online

• Check Stripe Connect: Verify Stripe Connect is set up
• Verify invoice sent: Customer must receive invoice email
• Check payment link: Ensure payment link in email is correct
• Review Stripe logs: Check Stripe dashboard for payment attempts

Related Articles

• Customer Management - Managing customers
• Job Scheduling - Creating invoices from jobs
• Business Settings - Email and payment configuration
• Email Templates - Customizing invoice emails
• Customer Portal - Customer invoice viewing
• Billing & Subscriptions - Your subscription billing

Best Practices

1. Send promptly: Send invoices immediately after service completion
2. Set clear terms: Use clear payment terms (Net 15, Net 30, etc.)
3. Follow up: Set up automatic reminders for overdue invoices
4. Enable online payments: Set up Stripe Connect for easier payment collection
5. Use line items: Break down services into clear line items
6. Add notes: Include any special instructions or terms
7. Track payments: Record all payments promptly for accurate tracking
8. Review regularly: Regularly review overdue invoices and follow up
9. Customize templates: Brand your invoices with logo and company info
10. Keep records: Download and save invoice PDFs for your records