Invoices & Payments
Creating Invoices
Invoices are how you bill customers for completed work. You can create them from scratch, from an accepted estimate, or from a job.
- Open the sidebar and click Invoices.
- Click New invoice and select a customer.
- Choose the invoice type: Deposit, Progress, or Final.
- Add line items with descriptions, quantities, and rates.
- Apply any applicable tax rates, then click Save.
Deposit invoice: Collect an upfront payment before work begins. Useful for large projects or new customers.
Progress invoice: Bill for work completed so far on an ongoing job. Use these for phased projects.
Final invoice: The last bill for a job, covering any remaining balance after deposits and progress payments.
Line Items & Taxes
Build detailed invoices with individual line items and automatic tax calculations.
Adding line items: Each line item has a description, quantity, and unit price. You can also pull items from your materials catalog or service templates.
Tax rates: Assign one or more tax rates to line items. Tax rates are configured in Sidebar > Tax rates and can be set as default so they apply automatically.
Discounts: Add percentage or fixed-amount discounts to individual line items or the invoice total.
Creating from estimates: When a customer accepts an estimate, you can generate an invoice directly from it. All line items, quantities, and taxes carry over automatically.
Tip: Set up your most common tax rates as defaults in Tax rates settings. They will be applied to every new invoice automatically, saving you time.
Delivering Invoices
Send invoices to customers via email or SMS. Each invoice includes a secure link where customers can review details and pay online.
- Open the invoice you want to send.
- Click Deliver and choose Email or SMS.
- Review the message preview and add a personal note if desired.
- Click Send. The invoice status changes to Sent.
Payment link: Every delivered invoice includes a unique payment link. If you have Stripe Connect enabled, customers can pay directly from this link with a credit card.
Invoice templates: Customize the look of your invoices with your company branding. Templates control the layout, colours, and information displayed.
Online & Manual Payments
Accept payments online through Stripe or record manual payments for cash, cheque, or bank transfers.
Online payment (Stripe): When a customer pays through the invoice link, the payment is processed via Stripe and the invoice is marked as Paid automatically. You need Stripe Connect set up for this to work.
Manual payment: For payments received outside of Stripe, open the invoice and click Record payment. Enter the amount, payment method, and date. Partial payments are supported.
Partial payments: Customers can pay a portion of the invoice. The remaining balance is tracked and shown on the invoice until fully paid.
Tip: Use deposit invoices to collect partial payment upfront, then send a final invoice for the remaining balance when the job is complete.
Recurring Invoices
Set up recurring invoices for customers on ongoing service agreements. ServeHub will automatically generate and deliver invoices on a schedule you define.
- Create a new invoice or open an existing one.
- Enable the Recurring option.
- Set the frequency (weekly, bi-weekly, monthly, or custom) and start date.
- Choose whether to auto-send each invoice or create it as a draft for review.
- Save the invoice. ServeHub will generate the next invoice automatically based on your schedule.
Tip: Recurring invoices work best for maintenance contracts, cleaning services, or any work performed on a regular schedule. Pair with Stripe Connect for automatic collection.