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
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 Free, Card Payments Need Pro
📱 Mobile App Guide
Start the invoice
On the home screen, open BILLING, PLANS & TEAM and tap Rent, Invoices & Receipts, then tap CREATE INVOICE. Pick the LOCATION first; the work and receipts you can add come from there. From a finished work order, CREATE INVOICE on the job starts one with that job already on it, and completing a PM offers CREATE INVOICE in the alert. (Page 1) The INVOICES screen with CREATE INVOICE. (Page 2) CHOOSE A LOCATION on a new draft.- Add the work and the parts: Tap + ADD WORK OR RECEIPT. Open a section and tick what to bill from that location: plan charges, plan visits, PMs and work orders, and saved receipts. Then tap ADD. Anything else goes on with the + LABOR, + PART, + TRIP, + OTHER or + CREDIT buttons. The ADD WORK OR RECEIPTS FROM THIS LOCATION sheet with a saved receipt ticked and ADD 1 ITEM.
- Check the rate, markup and tax: LABOR RATE FOR THIS INVOICE ($/HR) and SALES TAX RATE (%) start from Settings, Company Profile, and can be changed on this invoice only. If it has receipt lines, PARTS MARKUP ON RECEIPT LINES (%) and APPLY TO RECEIPT LINES price them for this invoice. Under TERMS, set the DUE DATE, PAYMENT TERMS (OPTIONAL) and a NOTE FOR THE CUSTOMER. (Page 1) The rate, receipt markup and sales tax fields. (Page 2) TERMS and WAYS TO PAY ON THIS INVOICE.
- Create it: Tap CREATE INVOICE and confirm with CREATE. The invoice gets its number and the amounts are locked. The app then asks whether to send it now: SEND TO CUSTOMER, or LATER. (Page 1) The Create this invoice? question. (Page 2) The invoice created, with SEND TO CUSTOMER or LATER.
- 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. It reads SEND AGAIN once sent. SEND AS PDF sends the file. If the customer is with you, SHOW TO CUSTOMER puts a code on screen for them to scan and pay. An issued invoice with WAYS TO PAY ON THIS INVOICE, PAYMENTS, SEND TO CUSTOMER, SEND AS PDF and SHOW TO CUSTOMER.
- 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 THE MONEY ARRIVED and the METHOD: CASH, CHECK, CARD, ACH, VIA PAYPAL, VIA VENMO or OTHER, then SAVE PAYMENT. Part payments are fine. The RECORD PAYMENT sheet with CHECK chosen.
- Send the receipt: When the balance reaches zero the invoice is marked PAID and the button reads SEND RECEIPT. It sends the same page, marked paid in full. A paid invoice with its payment listed and SEND RECEIPT.
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.
- A CALENDAR button on the Invoices list shows the invoices as a month, with a switch between Due date and Date issued. On the phone and the dashboard.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
How do I capture nameplate information without typing it?
Photograph the nameplate and let the AI fill in the fields, then check them against the plate. Tap ADD IMAGE on the new-equipment form and choose AI Scan Nameplate (Camera) or (Gallery), or use SCAN NAMEPLATE under AI TOOLS on a saved unit. It fills in manufacturer, model, serial, voltage, phase, amps, refrigerant and charge, and whatever else the plate prints, and leaves anything it cannot read blank rather than guessing. Scanning needs a signal. Your first 10 AI scans are free, then it is Pro.
How do I keep preventive maintenance from slipping?
Put each PM on a repeating schedule with a due date and a phone reminder, so the next one is booked as soon as you finish the last. Tap PM Schedules on the home screen, then +, pick a preset such as Change Filter or type your own title, set how often in days, weeks or months, and set REMIND ME. The list filters by Overdue, Due Today and Coming Up. When the job is done, tap CLOSE, COMPLETED, then LOG & COMPLETE, and the app writes the service log and moves the due date forward. A visit that did not happen is closed as NOT COMPLETED with a reason. It is free on the phone, and reminders need no signal.
How do I keep a unit's repair history when the technician who knows it leaves?
Log every visit on the unit's own Service Log, not in a technician's notes, so the history stays with the equipment when the person leaves. Open the unit, tap MAINTENANCE, then Service Log, then +, and fill in the date, service type, technician, vendor and description, with parts under PARTS USED. A finished PM or work order writes its own log. On a Team plan the whole crew sees what was logged, and a live QR tag (Pro) opens the unit's service history on any phone with no app. Logging works with no signal; opening a live QR tag needs a connection.
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.