Invoices and payments.

Create an invoice

There are two ways:

1. From an approved estimate, click Turn into invoice. The invoice copies the option the customer chose.
2. On the job, click Invoice in the Estimates and invoices card, or Create invoice in the Next step box.

When you start an invoice from the job, PartsDue fills it in for you:

• Normal repair. The parts on the job plus one Repair labor line.
• Customer declined. One Service call and diagnosis line at the job's service call fee.
• Warranty job. One Warranty service fee line. Parts and labor go on the claim instead. See Warranty claims.

The invoice editor works like the estimate editor. You can change lines, the Service call credit, Tax %, the Due date and the Note to customer. The note starts with your invoice terms from Settings.

Invoice numbers use your prefix and next number from Settings then Payments, for example INV-1001.

The service call fee credit

Many shops give the service call fee back when the customer goes ahead. Turn this on with Credit the service call fee toward the repair in Settings then Services and prices.

With it on, a service call fee the customer has already paid is taken off new estimates and invoices as Service call credit. Record the fee as paid before you create the estimate, so the credit is picked up. You can always type the credit by hand.

Send the invoice

1. Click Save and email. The customer gets Your invoice with a View and pay button if card payments are on, or View invoice if not.
2. Or click Copy link and send it yourself.

On their invoice page the customer sees the balance, the due date and what they paid so far. With Stripe on they see a button like Pay $180.00 now. Without Stripe they see "To pay, call us at" your number. They can also Print or save as PDF.

Record a payment

For cash, checks, or cards you take on your own terminal:

1. On the job, click Record payment.
2. Enter the Amount. It starts with what is due.
3. Choose For: Service call fee, Parts deposit or Repair payment.
4. Choose Apply to, the invoice or estimate it belongs to.
5. Choose Paid by: Card, Cash, Check or Other.
6. Add a Reference, like the check number.
7. Click Record payment.

Card payments made online through Stripe are recorded for you. See Stripe card payments.

How payments add up

• Parts deposits paid on the estimate count toward the invoice automatically, even if the invoice was made later.
• Repair payments taken before the invoice existed are moved onto it when you create it.
• When nothing is left to pay, the invoice is marked Paid. If the repair is done, the job moves to Paid too.
• If you edit a paid invoice and more is now owed, it opens again.

The Payments card on the job shows the service call fee, the total Collected and each payment.

Follow up on unpaid invoices

Estimates & invoices in the menu lists everything with tabs for All, Estimates, Invoices, Unpaid and Overdue. An invoice is Overdue when its due date has passed and money is still owed.

If Remind customers about overdue invoices once a week is on, PartsDue emails the invoice again to customers with an overdue balance, at most once every 7 days.

The dashboard shows your Unpaid invoices total and how much is overdue.

Refunds

Refunds for card payments are made in your Stripe account. PartsDue does not record refunds, so add a note on the job's activity to keep your records clear.