Overview
This guide maps common billing paths after a customer accepts work.
Job / quote → Invoice or receipt → Send → Payment → (Credit memo / Refund if needed)
Open: Invoices
Step 1: Choose document type
| Scenario | Document |
|---|---|
| Install billed on terms; deposit + final | Invoice |
| Customer pays in full today | Sales receipt |
| Repeating monthly service | Recurring template |
Step 2: Create from job or quote
From a job
- Open the job → Create Invoice, or Add Invoice → Import from job
- Line items and customer carry over
- Optional: close job when invoice is final
Deposit jobs may prompt for a deposit invoice before field work. See Job detail.
From a quote or sales order
- URL
?fromEstimate=pulls quote materials as lines - URL
?salesOrderId=pulls inventory sales order lines
Use Suggested Transactions on the invoice form to pick open jobs or sales orders for the customer.
Step 3: Send to customer
- Save & Send — email with branded template and customer portal link
- Enable Generate pay link when FortisPay is active
- Save as Draft — finish later
Configure email template under Invoice email template.
Step 4: Record payment
| Method | How |
|---|---|
| FortisPay pay link | Customer pays online → appears in Payments as Online |
| Receive Payment | Office records check, cash, card, ACH on invoice or Payments → New |
| Sales receipt | Payment captured at creation (no separate receive step) |
Partial payments leave invoice Partially Paid until balance is zero.
Step 5: Corrections and returns
| Situation | Action |
|---|---|
| Unpaid invoice — cancel | Void invoice |
| Customer overpaid or returning goods (paid invoice) | Issue credit memo → apply to future invoice or refund |
| Sales receipt return | Refund money or Issue store credit on receipt detail |
Tip: QuickBooks-connected accounts: follow credit-memo-first flow for paid invoice corrections — see Credit memos.
Recurring billing
Turn a saved invoice into a template or enable Scheduling on create. Templates auto-generate invoices on the schedule. See Recurring invoices.