Sending invoices

Every job you finish can send its own invoice: itemised, numbered, with VAT if you are registered, and attached to an email as a PDF. Callout builds it from the job. It still never touches your money: the invoice tells the client how to pay you, and you record it when it lands. See recording a payment.

Invoices are on the paid plans.

Set it up once

Settings, Invoice settings. Add your business address, and if you are VAT registered, turn that on and add your VAT number. Add your bank details if you want them on the invoice. Pick your terms: due on receipt, or 7, 14 or 30 days.

Numbers run on their own, INV-0001 and up. If you are moving from another tool, set the next number to carry on where it stopped. You can move it up, never back, so no number is ever used twice.

Sending one

Finish the job as normal. When you send the client the bill, the invoice goes with it, to their email, with the PDF attached. The finish screen tells you where it is going before you tap.

No email for that client? Add one on the finish screen, or the invoice waits as a draft for you to download and send yourself.

If someone on your team finishes the job and cannot send invoices, it waits as a draft in Needs you for you to check.

Changing one

Up until it is issued, a draft can be edited: lines, prices, VAT rates, the client's details, the terms.

Once it is issued, it is fixed, the way an invoice should be. If something is wrong, void it and start a new one. The old one stays on record as void with your reason, and the new one takes the next number, so your books never have a silent gap.

Late payers

When an invoice falls due and the job is not marked paid, a reminder appears in your Invoices list, and again a week later if it is still open. Nothing sends by itself. You see the email exactly as the client will read it, then send it or choose not now.

Paid

An invoice shows as paid when you mark the job paid, the same as always. A deposit you have recorded shows on the invoice, and the amount left to pay is what the client is asked for.

For your accountant

Customers, Invoices, then Export. Pick the dates and get a Xero CSV, a QuickBooks CSV, or every PDF in one folder. Voided invoices are left out of the spreadsheets and listed on screen, so the gaps in the numbers are explained. Nothing is sent anywhere, you download it.

VAT, briefly

Your prices include VAT, and the invoice works out the VAT inside them for each rate. Callout does not file VAT returns. If you took a deposit up front, that deposit can have its own tax point, so check with your accountant how they want it handled.