Invoices & Payments
Everything that happens after the work is done — bill the client, accept payment, and reconcile your books.
Invoices
Section titled “Invoices”- Generate an invoice
- Send an invoice to a client
- Add a deposit to an invoice
- Sync invoices to QuickBooks
Payments
Section titled “Payments”Common questions
Section titled “Common questions”What’s the typical flow from quote to paid invoice?
Create a quote → send a digital proposal → client approves (and pays a deposit if required) → convert a quote to a job → schedule and complete the work → generate an invoice from the job → client pays through BuddyPay (or you record a payment manually). See Your first job walkthrough for the end-to-end with a real example.
How do deposits on quotes flow through to invoices?
When a deposit is collected at quote approval, it carries through automatically: the quote → the job → the invoice. The invoice’s Balance Due reflects the gross total minus the deposit. See Collect deposits on quotes.
Is BuddyPay required, or can I just track payments manually?
BuddyPay is optional. Without it, you can still create invoices and record offline payments (cash, check, bank transfer) manually. With BuddyPay turned on, clients pay online and the invoice updates itself. US merchants run on Rainforest; international merchants run on Stripe — both are integrated end-to-end.
How do I bill a big install in stages?
Create multiple invoices from the same job, one per milestone. Edit line items each time so each invoice covers only the work being billed for that stage. Common for whole-home flooring replacements (carpet, hardwood, or LVP across multiple rooms) where you bill per room or per phase.
How do refunds work?
BuddyPay refunds go through the original card or ACH within 120 days of the charge — directly from the invoice. After 120 days, refund manually and record it. See Issue a refund.