Invoices: From the Job to Getting Paid
Step-by-Step Guide
Build an invoice from the work you logged, send it as a link or show a QR code, and record what the customer pays. Creating invoices, PDFs, PayPal and Venmo links and recording payments are free in the app; the invoice link and card payments are Pro.
The whole feature, including what it does not do: Invoicing explains line kinds, numbering and who can bill.
🧾 Invoices: From the Job to Getting Paid (Invoices Free, Card Payments Pro)
📱 Mobile App Guide
- Start the invoice: Open Invoices & Receipts from the home screen, or INVOICES in the Workflow bar, and tap the green + in the top bar. From a finished work order or PM, tap CREATE INVOICE instead and the job is already on it.
- Add the work and the parts: Tap + ADD WORK OR RECEIPT. Tick what to bill from that location: PM and maintenance-plan charges, plan visits, PMs and work orders, and receipt parts. Add anything else with ADD LINE as LABOR, PART, TRIP, OTHER or CREDIT.
- Check the rate, markup and tax: LABOR RATE FOR THIS INVOICE ($/HR) and SALES TAX RATE (%) come from your Settings and can be changed on this invoice. If it has receipt lines, PARTS MARKUP ON RECEIPT LINES (%) and APPLY TO RECEIPT LINES set the markup for this customer. Set a due date, payment terms and a note for the customer under TERMS.
- Create it: Tap CREATE INVOICE. The number is assigned and the totals are locked.
- Send it, or show it: SEND TO CUSTOMER opens your share sheet with a link to the invoice and a message already written; send it by text or email. SEND AS PDF sends the file. If the customer is with you, SHOW TO CUSTOMER puts a QR code on screen: SHOW INVOICE, PAY WITH PAYPAL or PAY WITH VENMO.
- Record the payment: Card and bank payments made on the invoice’s page are recorded for you. For anything else, tap + RECORD PAYMENT and enter the amount, the date and the method: CASH, CHECK, CARD, ACH, VIA PAYPAL, VIA VENMO or OTHER. Part payments are fine.
- Send the receipt: When the balance reaches zero the button reads SEND RECEIPT. It sends the same page, marked paid in full.
Good to know
- Billing is done by the account owner and by managers. A technician records the hours and parts on the work order or PM, which is what the invoice is built from.
- The invoice link and the SHOW INVOICE code need Pro, because the page reads the invoice from the cloud. On a free account SEND TO CUSTOMER sends the PDF instead.
- Work, visits and receipt lines already on another invoice say Already billed on, with that invoice’s number. Voiding that invoice frees them again.
- PayPal and Venmo payments are not detected automatically. Record them with + RECORD PAYMENT.
- There is no QuickBooks or Xero connection or export.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.