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 job. Standalone invoices let you raise an invoice without scheduling or completing a job 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 job: 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 jobs is still Invoicing customers. On a standalone invoice you can also attach one or more completed jobs 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 job

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 job 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 jobs

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

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

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

If you select jobs:

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

The picker only lists completed, uninvoiced jobs that bill to this contact. It stays hidden when that contact has none. To invoice a job 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 jobs that belong to different billing contacts in one go, use Bulk invoicing.

Things to know

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

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