Creating and Sending Invoices

Getting paid starts with a clear, professional invoice. BuilderMate makes it easy to create invoices, send them to clients with a link to pay online, and track every dollar across your projects.

Who Can Access This

• Admin and Team Member — Full access to create, edit, send, and manage invoices.
• Field Users — Cannot see invoices.

Creating a New Invoice

There are two ways to start:

• From the sidebar: Click Invoices > "New Invoice".
• From a project: Open the project detail page > Billing tab > create a new invoice directly.

Filling Out the Invoice Form

1. Project — Search and select the project. The client auto-fills based on the project.

2. Invoice Number — Auto-generated by BuilderMate, but you can customize it if your company uses a specific numbering system.

3. Invoice Date — Defaults to today's date.

4. Due Date — Set when payment is expected.

5. Description — Add any overall notes or context for this invoice.

6. Line Items — Add each billable item:

   • Product/Service — What you're billing for
   • Description — Additional details
   • Quantity — How many units
   • Unit Price — Price per unit
   • Amount — Auto-calculated (Quantity x Unit Price)

7. Tax — Enter the tax percentage. The tax amount is auto-calculated.

8. Total — Auto-calculated from line items plus tax.

9. Link to Payment Stages — If the project has payment stages set up, you can link this invoice to specific stage(s).

10. Click Save.

Pro Tip: If you've set up payment stages for a project, linking your invoice to a stage keeps your billing milestones and actual invoicing perfectly in sync. It also updates stage statuses automatically.

Viewing Your Invoice List

The Invoices page shows all invoices across every project. At the top, you'll see summary stats that give you an instant financial snapshot:

• Total Billed — Sum of all invoices
• Total Collected — What's been paid
• Total Outstanding — What's still owed
• Overdue Amount — What's past due

Invoice Columns

Each invoice row displays: Invoice Number, Client, Project, Amount, Status, Invoice Date, and Due Date.

Filtering and Searching

Narrow down your list using:

• Status — Unpaid, Partial, Paid, Overdue
• Date Range — Filter by invoice date
• Amount Range — Find invoices within a specific dollar range
• Search — Look up by invoice number, client name, or project name

Invoice Statuses

Invoices follow this progression:

• Unpaid — Invoice created, no payments received
• Partial — Some payment received, balance remaining
• Paid — Fully paid

The workflow stages are: Draft, Sent, Paid, Cancelled. Invoices that pass their due date without full payment are automatically flagged as Overdue.

Sending an Invoice

1. Open the invoice.
2. Click "Send".
3. The client receives an email with a link to view the invoice in the Client Hub, where they can review details and pay online (if Stripe is connected).

Editing an Invoice

You can edit an invoice only if it has not yet been paid. Once a payment is recorded, the invoice is locked to maintain accurate financial records.

PDF Preview and Download

Every invoice can be previewed as a PDF and downloaded for your records or to send manually.

QuickBooks Sync

If you've connected your QuickBooks account, invoices can be synced with a single click. This keeps your accounting software up to date without double entry.

Good to Know: The QuickBooks sync is a one-click action per invoice — it doesn't happen automatically. This gives you control over exactly what gets pushed to your books.

Related Articles

• Recording Payments and Payment History
• Setting Up Online Payments with Stripe
• Payment Stages — Billing Milestones