For agencies💵 Billing & Payouts

Build and customize a customer invoice

Select a customer's approved jobs and generate a finalized, fully customizable invoice with a live preview that matches the printed result.

The invoice builder turns approved jobs into a branded invoice. You can set the template, font, colors, add custom line items, and see exactly how it will print before you finalize.

Step by step

  1. 1Open Billing and go to the Build Invoices tab.
  2. 2Pick a customer to see their approved, ready-to-invoice jobs, grouped by billing group.
  3. 3Tick the jobs you want in one billing group and click "Build Invoice" on that group. An invoice always covers exactly one billing group.
  4. 4Review the auto-generated line items (a service line per job, plus separate travel-time and mileage lines when those apply, and any flat charges the jobs triggered).
  5. 5Adjust the design (template, font, accent color, subtitle, Tax ID, and logo/contact/terms toggles), add any custom line items, and edit the memo.
  6. 6Use the live preview to confirm the invoice looks right; it renders with the exact same layout used for print and PDF.
  7. 7Click "Finalize & Save" to save the invoice with its sequential number and mark the included jobs as invoiced.
  8. 8Email it from the invoice, and the PDF goes out attached to the message. Customers no longer get a link they have to log in to open.
  9. 9The invoice waits on the Invoices tab, "Ready" sub-tab, where it can still be edited. Email it or sync it to QuickBooks there. "Sync all to QBO" sends every unsynced invoice in one click.
  10. 10Click "Done" once it has gone out ("Mark all Done" does them all). Done locks the invoice, moves it to Sent / Synced, and starts overdue reminders. It does not mean paid: record payments on the Sent / Synced tab.

Screenshots

The Billing page Build Invoices tab showing a billing group of approved jobs.
Build Invoices with a customer picked: approved jobs grouped by billing group, each group with its own Build Invoice button.

Tips

  • Charges are calculated by the differential billing engine, which splits each job into time segments and applies the highest matching rate, then adds travel, mileage, and the minimum billing duration.
  • New invoices start from your saved house style; if you reopen an existing invoice, its own saved design is kept.
  • Travel and mileage lines only appear when those amounts are greater than zero.
  • Every job line carries the assignment time it was worked, so a customer with several jobs on one day can tell them apart.
  • A flat charge can either replace a job's hourly service charge or sit on top of it, depending on how you set it up. See the flat charges article.
  • Click Save as agency default in the builder to make the current design your house style for future invoices.
  • The line-item preview is built from the same column list as the printed invoice, so what you see in the builder is what prints.
  • You can add a Job # column if you have turned job numbers on. It is the one invoice column that starts switched off.
  • An invoice that never had its own subtitle now prints the standard one, "Professional Interpreting Services". Set a subtitle in your house style if you want different wording.
  • Edit the wording of the email that carries the invoice in Settings, Billing & Subscription, then Invoice Email. You can save it once and it applies to every invoice you send.

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