Create and send an invoice

Overview

An invoice bills the client for completed work. As a Finance user you can create one in three ways — from an accepted quote (quote lines, client, pricing carry across), from a completed job (job materials, labour, totals flow in), or manually (ad hoc billing without a quote or job). All three paths land on a draft invoice you review and send. You cannot delete an invoice — that sits with the Business Owner.

Who This Workflow Is For

The Finance role. The Business Owner, Admin, and Supervisor can also create and send invoices. Tradies and Apprentices have no invoice access.

Before You Start

The business profile, payment methods, payment terms, and quote-and-invoice logo should already be set (by Business Owner or Admin on Business Settings → Sales). For invoice-from-quote, the quote must be in Client Accepted status — note Finance does not perform the acceptance itself. For invoice-from-job, the job must be Completed (Business Owner or Supervisor finalises the job).

Step-by-Step Process

Create invoice from an accepted quote

1. Open Quotes and Invoices from the sidebar.
2. Find the quote marked Client Accepted.
3. Open the accepted quote and select Create Invoice.
4. Choose:
   • Create Draft & Go to Invoices — creates the draft and routes you to Invoices.
   • Create Draft — creates the draft and keeps you on the quote page.
5. Open the draft from the Invoices page if you stayed.
6. Review client details, line items, materials, labour, subtotal, GST, total, due date, payment details. Edit as needed.
7. Send when ready (steps below).

Create invoice from a completed job

1. Open the Jobs page and find the job marked Completed. (Job status is Completed; the linked quote shows Ready to be invoiced on the Invoices page.)
2. Open the job and select Create Invoice.
3. Review the invoice — line items, materials, labour, totals flow from the job.
4. Save the draft and send.

Create a manual invoice

1. Open Quotes and Invoices and select Invoice (or use the Create Invoice quick action).
2. Review or enter the Issue Date and Due Date.
3. Enter the PO reference if the client requires one.
4. Review Payment terms — defaults from Business Settings; update if needed.
5. Enter Account code and Tax output if your accounting setup requires them.
6. Link to a job if relevant — select Link to Job.
7. Enter or select client details.
8. Add line items, materials, and labour hours.
9. Review totals and select Save Invoice.
10. Open the draft to review and send.

Send the invoice

1. Open the draft.
2. Confirm details are final.
3. Select Email (or Email Invoice). The email send flow opens.
4. Review or edit the recipient, subject, and body. (Optional: have AI draft the email body — set a tone, then review and edit. The AI writes the prose only, not the payment buttons, signature, or amounts. Each draft uses 1 AI call — see Using AI in MyApprentice.)
5. Select Send Email (or Send). The status moves to Sent.

What Happens Next

The sent invoice is tracked in Invoices and surfaces in Needs Your Attention until payment is recorded. From here:

• Mark an invoice as paid.
• Push an invoice to Xero if Xero is connected.
• Reminders go out automatically per the cadence on the Sales tab.

Common Issues

• Cannot delete an invoice. Finance does not delete invoices — Business Owner only.
• Wrong totals. Check line items, materials, labour, and tax fields.
• Client did not receive the email. Confirm the email on the invoice and the client record. Ask the client to check spam.
• Payment details missing on the PDF. Payment methods must be configured on the Sales tab by Business Owner or Admin.
• Stripe + payment links. When Stripe is connected and online payments are enabled, sent invoices carry a Pay Now link — see Connecting Stripe for Online Payments.

Related Guides

• Invoice management
• Mark an invoice as paid
• Push an invoice to Xero
• Create and send a quote
• Using AI in MyApprentice