Invoicing basics

An invoice in Quotrr is a request for payment your customer opens from a link, on their phone, with no app. It ties to the job so the money lands against the right record and your per-job margin stays accurate. This article covers sending one and, just as important, marking it paid honestly.

Sending an invoice

Create the invoice against the job and send it as a link by text or email. The customer gets a clear line-item bill drawn from the job, not a vague total. Because it ties to the job, you are not maintaining a separate billing list that drifts out of sync with your work. See The work pipeline.

What the customer sees

The customer opens the invoice from the link and sees the amount due, what it covers as line items, and a way to pay with Apple Pay. No login, no account, no app. They review it, and they pay it from the same place they have been following the job. See Sending the magic-link customer portal and Getting paid with Apple Pay.

Sent means delivered, not paid

Quotrr keeps the words honest. When you send an invoice, its state is sent, which means it was delivered to the customer. Sent does not mean paid. It means the bill is in their hands. Those are two different facts and Quotrr does not mash them together.

Marking paid honestly

An invoice shows as paid when the money actually moved. With Apple Pay, that happens on its own when the customer pays, so paid means paid. Quotrr does not give you a button to mark a job paid on a handshake or a promise, because a number that says paid when no money moved is a lie to your own books. If the cash came in some other way and you need to record it, you record what actually happened, not a hope. Honest state is the whole point: when Quotrr says paid, you can trust it, and so can anyone reading your records.

One invoice, one job, one truth

Because the invoice draws from the job, it cannot drift from the work. The line items are the work you logged and the scope that was signed, not a fresh document you typed from memory and might get wrong. When the customer pays it, the payment lands against the job and your per-job margin updates on its own. You are not keeping a billing spreadsheet on one side and a job list on the other and reconciling them on a Sunday. There is one record, and the invoice is part of it.

Where invoicing fits

Invoices work alongside stage-tied milestones and change orders. Use milestones to collect as the job advances, invoices to bill, and change orders when scope moves. See Payment milestones and Change orders.