Invoicing

Billing → Invoicing is where you bill customers and watch what they owe. It opens on your invoice list under clickable tiles for outstanding, overdue, and collected money, with an aging chart and your recurring revenue below. The rest of this article is reached from the row of links under the heading.

Create an invoice

1. Click New invoice.
2. Pick the Customer. One you've never billed gets a billing record automatically when you save.
3. Set a Due Date, or leave it blank to use your payment terms (issue date plus your net days, 30 unless you change it). The due date drives overdue status and the aging report.
4. Add a Description if you want it printed on the invoice.
5. Leave Apply sales tax checked unless the job isn't taxed. The rate resolves when you save: the customer's own rate, then a jurisdiction rate for their county or state, then your shop default. A tax-exempt customer is never taxed either way.
6. Fill in the line items — Description, Qty, Unit Price ($), and Type (Equipment, Labor, or Other). Choosing Labor fills the price with that customer's labor rate, or your shop default, without overwriting anything you typed.
7. Add from price list pulls items off your price list; Add blank line takes your own.
8. Check the Subtotal, then click Create Invoice.

Bill completed work orders

Completed work orders queue under Ready to bill, linked from the top of the invoice list. Click Bill on a row, or tick checkboxes and click Bill selected; Bill all does the whole queue and finishes with a created/skipped/failed summary.

For a job you're not charging for, click Skip and add a reason like "warranty work". It moves to the Skipped tab, where Unskip returns it to the queue and Delete removes it permanently.

Statuses and the overdue chips

An invoice is Draft until you send it, then Sent, Partial once part of the balance is paid, Paid when it's settled, and Overdue when the due date passes with a balance left. Void and Cancelled invoices stay on file but count for nothing.

The tabs above the list are All, Outstanding, Overdue, Draft, Sent, and Paid. On the Overdue tab an extra row of chips appears — Any, 30+, 60+, 90+ — filtering to invoices at least that many days past due. That's your collections list.

Send the invoice

Open an invoice and use the buttons at the top: Email invoice sends it and marks it sent, View PDF opens the printable copy for customers you mail, Mark sent moves a draft along without emailing. Void is available while no payment has been recorded; Delete only on drafts.

To send a batch, click Email drafts on the invoice list — it counts the drafts belonging to email-preference customers before sending anything, and leaves mail-only customers as drafts to print.

Record a payment

On a sent invoice, click Record payment, enter the Amount ($), pick the Method (Cash, Check, ACH, Card, or Other), and add a Reference such as a check number. The Payments table keeps a running balance, so a partial payment leaves the invoice Partial with the remainder still showing.

Let customers pay online

Connect Stripe under Settings → Payments: click Connect Stripe and finish onboarding until the badge reads Active. Money goes straight to your bank, the invoice is marked paid automatically, and FireDeck takes no cut beyond Stripe's processing fees.

An unpaid invoice then shows a Get paid online card: Email invoice already carries a Pay Now button, Copy payment link puts the pay link on your clipboard for a text, and Charge card opens Stripe's secure page to take a card over the phone. Card numbers are only ever entered on Stripe — never on FireDeck.

Bill on a schedule

Recurring contracts covers monitoring and service agreements. Click New contract, pick the customer, and write a Description — it becomes the line-item text on every invoice the contract generates, so word it the way the customer should read it. Set the Frequency (Monthly, Quarterly, Semi-Annual, or Annual), the Amount ($), the Next Billing Date, and an optional Tax Override (%).

Each contract shows its next billing date and status. Pause, resume, or cancel from the row, and click Generate due now to invoice everything that's come due.

Credit memos

Issue a credit memo when a customer is owed money — a billing error, returned parts, goodwill. From Credit memos, click New credit memo, pick the customer, write a Reason, and add the credit lines. Leave Include sales tax checked to reverse the tax on the credited amount.

The credit sits on the account until you use it: pick one of their open invoices under Apply to invoice, confirm the amount, and click Apply credit — the balance drops without money changing hands. The undo button reverses an application; a memo with nothing applied can be voided. An invoice whose customer holds unapplied credit shows a green banner linking straight to it.

Statements

On a customer's account, click Statement. It covers the last 90 days by default, rolls anything older into Balance forward, and lists charges and payments down to the closing balance. Download PDF or Email statement sends it, and the dialog shows when you last sent one. To do everyone at once, use Email statements on the A/R aging report; accounts on auto-bill hold are skipped.

Billing settings

Settings holds your Payment Terms (the net days behind each due date), your Late Fees policy, and per-jurisdiction tax rates. Late fees are never charged automatically: eligible invoices appear on the A/R aging report, where one click assesses them. Per-customer rates are in Customers.