MakeHay
Invoices and payments

Create and send an invoice

Start an invoice from a finished job, an approved quote or from scratch, check it over, and email your customer a link to pay.

Who can do this
People with the Create & edit invoices permission. Sending also needs Send invoices & reminders.

Every invoice starts as a draft, so you can check it before your customer sees anything.

Start the invoice

  1. Step 1: Go to Invoices and click New invoice.
  2. Step 2: If you have finished work that isn't billed yet, the page shows Start from finished work. Click From a job or From an approved quote and pick one. The line items come in for you and the draft opens. A job with no approved quote fills in the customer and job site, and you add the line items.
  3. Step 3: To start from scratch, pick the Customer, and a Job site (optional) if you like.
  4. Step 4: Choose when Payment due is: On receipt, Net 7, Net 15 or Net 30.
  5. Step 5: Fill in the line items. Use Add line for more lines, Add change order for extra work, and Add discount to take something off.
  6. Step 6: Click Create draft.

Check it and send it

  1. Step 1: On the draft, click the pencil next to a section to change the billing and dates, the line items, or the notes and terms.
  2. Step 2: Under Client view, choose what your customer sees with Show quantities, Show unit prices and Show line totals.
  3. Step 3: Click Preview as client to see exactly what your customer will see.
  4. Step 4: Click Send invoice, check the Recipient email, and click Send invoice.

Your customer gets an email with a link to the invoice, and it's marked Sent. With Stripe connected, the link has a button to pay by card or bank transfer.

Tip: You can start from the job too. On a scheduled or in-progress job, Complete & invoice marks it done and opens the invoice. On a completed job or an approved quote, click Create invoice.

Tip: If your customer paid a deposit when they approved the quote, it shows as Deposit received and comes off the Balance due.

Good to know: The Send invoice button appears once the invoice has a total above zero. Line items and dates can only change while it's a draft. To change one you've sent, see Change, take back or void an invoice.

Good to know: If Stripe isn't connected, the send window warns that your customer can't pay online yet and the button reads Send anyway. See Connect Stripe to take payments.

Open it in MakeHay