Invoices, payments, deposits, and reporting

Create and review the Invoice

• Open the completed job from Jobs and choose Create invoice. A job can have only one active Invoice; open the existing Invoice if one is already present.
• Review the customer, billing details, line items, and totals. Approved Quote lines can prefill the Invoice when the job came from a converted Quote.
• Check Deposit applied and the remaining balance, then save the draft. Review the customer email before sending.
• Use the Invoice’s send action to email the customer a secure link. Open Invoices to return to the draft or track a sent Invoice.

Collect the outstanding balance online

Complete online payment setup in Payment settings. The customer opens the emailed Invoice link or its eligible Invoice in the Customer Portal and pays the current remaining balance. Once payment is confirmed, the Invoice and payment history update. A paid Invoice has no remaining amount to collect.

Record partial or multiple payments

Use Record payment for money received outside Field Console Pro. Enter the amount, select its method and payment date, and add a note as needed. This records a payment already received; it does not charge the customer. You can record additional payments until the balance is zero, but cannot record more than the amount remaining.

For example, a $1,000 Invoice with a $300 payment has a $700 remaining balance. Recording a later $200 payment leaves $500 due. The Invoice is not fully paid until its remaining balance is zero. Review Payment history to see individual payments rather than treating the latest payment as the total collected.

Account for deposits once

When the final Invoice is created, collected, unapplied job deposits reduce the amount still due. Deposit applied is not a new invoice payment. If deposits cover the whole Invoice, it can be paid without collecting more money and can still be sent to the customer. Follow Deposit Requests and Payments for creating and managing those requests.

Edit or void an Invoice

Review the Invoice status and available actions before making changes. Use Save draft or Save changes for permitted edits. Once a payment is recorded, monetary changes are restricted; do not rewrite the total to hide a payment or an outstanding balance. An Invoice total cannot be reduced below its applied deposits.

Use Void for an eligible Invoice and enter the requested reason. Paid Invoices and Invoices with recorded payments cannot be voided. Voiding an eligible Invoice stops that Invoice from being collected; it is not a refund. If an Invoice with deposit applications is voided, those applications are released so the collected deposits remain available for the job’s replacement Invoice.

Read the balance and payment history

Review the total, Deposit applied, Amount paid, and Remaining balance together. Sent or viewed describes document progress; it does not by itself mean payment was collected. An outstanding balance remains due after a partial payment. Use Payment history for new invoice payments and the deposit information for money collected earlier.

Reports are available from Reports for reviewing financial and operational information. For day-to-day collection decisions, use the current Invoice and its payment history. Field Console Pro does not replace your accounting system.