Creating and Managing Invoices

Learn how to create professional invoices in WorkSnap Pro.

Tip: Set your invoice prefix, starting number, and default payment terms in Settings > Invoice Settings before creating your first invoice.

Creating a New Invoice

1. Navigate to Invoices from the main menu
2. Click New Invoice or the + button
3. Fill in the invoice details
4. Save as draft or send immediately

Invoice Components

Customer Information

Select or create a customer for the invoice:

• Existing Customer: Search and select from your database
• New Customer: Create a customer on the fly
• Customer Details: Name, email, phone, and address auto-populate

Line Items

Add products or services to your invoice:

Field	Description	Example
Item name	What you're billing for, in one line	"Kitchen remodel labor"
Description (optional)	Extra detail shown under the item name. Tap Add description on the line to open it.	"Demo existing cabinets, rough-in plumbing, install new units"
Quantity	Number of units	8
Rate	Price per unit	$75.00
Amount	Auto-calculated total	$600.00

Tips for line items:

• Keep the item name short; put the scope in the description
• Descriptions can run several lines and appear on the PDF and the customer's view
• Group related items together
• Use saved items for frequently billed services (the saved item's name and description fill in both fields)

Tax Settings

Configure tax for the invoice:

• Tax Rate: Percentage applied to taxable items
• Tax Per Item: Enable/disable tax for individual line items
• Tax Total: Automatically calculated

Invoice Details

Field	Description
Invoice Number	Auto-generated (customizable prefix)
Invoice Date	Date of invoice creation
Due Date	When payment is expected
Payment Terms	Net 15, Net 30, Due on Receipt, etc.

Additional Fields

• Internal Notes: Private notes (not visible to customer)
• Customer Notes: Notes that appear on the invoice
• Attachments: Supporting documents or images
• Discount: Percentage off the subtotal, applied before tax (see Discounts and Member Pricing)

Saving and Managing Invoices

Invoice Actions

Action	Description
Save as Draft	Save without sending
Send	Email to customer
Download PDF	Generate PDF document
Duplicate	Create copy of invoice
Delete	Remove invoice (drafts only)

Editing Invoices

You can freely edit invoices that haven't been sent:

1. Open the invoice
2. Click Edit
3. Make your changes
4. Save

Editing Sent Invoices

Sent invoices have limited editing to maintain records integrity:

• Can edit: Internal notes, due date (in some cases)
• Cannot edit: Line items, amounts, taxes, customer

If you need to change amounts on a sent invoice, cancel it and create a new one.

Invoice Best Practices

1. Be descriptive - Clear line item descriptions prevent disputes
2. Set clear terms - Specify payment due dates upfront
3. Include contact info - Make it easy for customers to reach you
4. Use consistent numbering - Helps with organization and taxes
5. Save templates - Reuse common invoice structures

Linking Invoices to Jobs

Associate invoices with jobs for better organization:

1. When creating an invoice, select a Job
2. Job details will be linked
3. View all invoices for a job in the job details

This helps track:

• Total invoiced amount per job
• Outstanding balances
• Job profitability

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