Standalone invoices

Experimental feature

This is an experimental feature. Please contact support to have this enabled on your account.

Usually you create an invoice from a visit. Standalone invoices let you raise an invoice without scheduling or completing a visit first. You pick a billing contact, add the line items, and send.

Use this when you need to bill for something that never had a visit: a deposit, materials sold over the phone, or work you agreed verbally.

It works with SortScape built-in invoicing, Xero, and QuickBooks Online.

The usual way to invoice completed visits is still Invoicing customers. On a standalone invoice you can also attach one or more completed visits for the billing contact, if you want to start from the contact instead of the pending list.

Who can use it

• You must be logged in as an Administrator. Employees and contractors cannot create invoices.
• Standalone invoices must be turned on for your account. If you do not see Add invoice on the Invoices tab, or Invoice in the + menu, contact support.
• Invoicing must already be set up for your account (built-in invoicing, Xero, or QuickBooks Online).

Create an invoice without a visit

You can start from either place:

• Open Invoicing, select the Invoices tab, and click Add invoice.
• Click the + button in the top bar and choose Invoice.

Then:

1. Select a billing contact. This is required.
2. Add at least one line item under Items.
3. Set the invoice date, due date, and other details the same way you would on a visit invoice.
4. Tick Email invoice or Send invoice text message if you want to send it now.
5. Click Create.

On a phone, Add invoice is the plus button on the Invoices tab (the label is hidden to save space).

Optionally link completed visits

If the billing contact has completed visits that still need invoicing, a Completed visits picker appears.

This is optional. Leave it blank if the invoice is not for a visit.

You can select one visit or several. Every visit you select is linked to the invoice and marked invoiced when you click Create.

If you select visits:

1. SortScape asks Copy line items from the selected visits? Click Yes to copy those visits’ items onto the invoice, or No to keep only what you already entered. If you add or remove visits after copying, SortScape asks again.
2. Creating the invoice marks every selected visit invoiced, the same as Create invoice from a visit. If you do not want a visit marked invoiced, leave it off the picker.

The picker only lists completed, uninvoiced visits that bill to this contact. It stays hidden when that contact has none. To invoice a visit that is not yet complete, open it on the schedule and use ⋮ → Create invoice. See Can I invoice customers before work is complete?.

To invoice visits that belong to different billing contacts in one go, use experimental Bulk invoicing.

Things to know

• Once a linked visit is invoiced, it is locked. See Editing time or line items after a visit has been invoiced.

If you do not see Add invoice or Invoice in the + menu, contact support to enable this experimental feature.