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How do I create and send an invoice?
How do I create and send an invoice?
Dominique Tuck avatar
Written by Dominique Tuck
Updated over a week ago

When you're ready to invoice for you job, use the "Create" button again to choose "Invoice". Excess invoices currently can only be created against Works or Completion jobs.

How can I invoice a client for multiple quotes in a final invoice?

At the end of your job, it's possible to have performed multiple quotes.

The ‘merge quote’ feature on invoices imports line items from many quotes onto one invoice, so that you can save time on providing a final invoice at the end of a job.

You may also convert a quote or purchase order into an invoice by following the below steps:

  1. Open the quote

    1. Note, it must be in a "Published" status

  2. Open the "Create" button

  3. Select "Create Invoice"

Crunchwork will copy the quote contents and job information into a new invoice in a new tab for you.

Progress Payments

The same method of merging quotes can be utilized for managing progress payments to your trades.

Use the "Reconciliation" toggle and "Completed" checkboxes to help you keep track of what line items have been paid for each progress payment.

Using the reconciliation toggle will also help you keep track of the budget remaining on the invoice.

Using the "Completed" button is a way for your team to indicate that the item has been paid for.

Editing the Invoice PDF

You may customise what values you'd like the invoice recipient to receive when you generate a PDF copy of the invoice. This is so that users can easily produce invoices for many scenarios.

Open the 'Notes' tab on the invoice to add additional notes and attachments, so they will automatically appear in the final Invoice PDF.

Open the "Configuration" tab on the invoice to see what values you can toggle on/off.

Note: Depending on your client's preferred terminology, you can toggle either 'Markup' or 'Margin' to appear on the PDF. We show how you can configure your clients desired terminology here.

Once you've updated the configuration, then use the "Create" button to select which invoice you'd like to preview before sending.

The detailed invoice is best for sending to clients, while the simple invoice is best for sending to customers.

Sending the invoice to a client

Once you have approved your invoice, you can email your client directly from the invoices page.

  1. Update the invoice to an "Accepted" status

    1. Please note, Crunchwork is customisable, so your business might have different statuses in this section.

  2. Use the "PDF Configuration" tab to edit what values on your invoice you'd like to send to the client.

  3. The green toolbar has a "Send Invoice" button, click it after configuring your PDF.

  4. Choose your templates to send with the invoice.

Submit Button

The "Submit" button in the invoices page will produce a PDF copy of your invoice, and attach it against your job.

Crunchwork does not submit invoices over any API to insurers.

How do we manage excess in Crunchwork?

On each Pulse project, there is a button labelled ‘Collect excess’. When it's filled, Crunchwork will display the excess amount.

When there is a value in the ‘Excess amount’ field, this will get passed down to all subsequent jobs.

You can read more about excess invoice processes here.

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