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Creating invoices

You can create invoices in two ways: generate one automatically from a completed job, or create a standalone invoice manually.

Generate from a completed job

This is the recommended path — most fields are pre-populated for you.

  1. Go to Jobs and find a job in Completed status.
  2. Click the Generate Invoice button on the job details page.
  3. FSM Navigator pre-fills the customer name, service location, job description, parts used, and labor time.
  4. Review and adjust line items, quantities, and prices as needed.
  5. Add a tax rate and any discount.
  6. Click Create Invoice.
  7. The invoice is created in Draft status.

One-click invoicing

When you generate from a job, most fields are already filled in. You can usually just review the details and click Create Invoice — no manual data entry required.

Create a standalone invoice

Use this method when you need to bill a customer for work that is not linked to a specific job.

  1. Go to Invoicing in the sidebar.
  2. Click New Invoice.
  3. Select the customer (e.g., Acme HVAC).
  4. Add line items manually — enter a description, quantity, and unit price for each.
  5. Set the tax rate and discount if applicable.
  6. Click Create Invoice.

Example: invoicing a completed job

Here is a typical workflow for Riverside Plumbing invoicing a completed job:

  1. A technician completes a job for Acme HVAC — replacing a water heater.
  2. The dispatcher opens the job details and clicks Generate Invoice.
  3. FSM Navigator fills in the customer (Acme HVAC), location, and two line items:
    • Water heater unit — 1 × $2,500.00
    • Installation labor — 2 hrs × $150.00/hr
  4. The dispatcher reviews the totals, adds an 8% tax rate, and clicks Create Invoice.
  5. Invoice INV-2026-0001 is created in Draft status, ready to finalize and send.

Invoice fields reference

Field Required Description
Customer Yes The customer being billed
Line items Yes At least one item with description, quantity, and price
Tax rate No Applied as a percentage to the subtotal
Discount No Flat amount or percentage discount
Due date No Payment deadline (default: 30 days from creation)
Notes No Additional information printed on the invoice

Line item details

Each line item includes:

  • Description — what the charge is for (e.g., "AC compressor replacement")
  • Quantity — the number of units or hours
  • Unit price — the price per unit or per hour

You can add as many line items as needed. The subtotal is calculated automatically.

Invoice numbering

Invoices are numbered automatically in a sequential, company-wide format — for example, INV-2026-0001. The sequence increments with every new invoice and cannot be reset.

Adding company branding

Pro feature

Upload your company logo in Settings → Branding to have it appear on all invoices and PDFs. Available on Pro and Enterprise plans.

What happens after you create an invoice

When you click Create Invoice, the invoice is saved in Draft status. From there you can:

  • Edit — adjust line items, tax, discount, or notes
  • Finalize — move the invoice to Generated status
  • Send — deliver the invoice to the customer via email
  • Void — cancel the invoice if it was created in error

See Invoice workflow for the full lifecycle.

Tips

  • Generate from jobs whenever possible — it's faster and ensures line items match the work performed.
  • Set a default tax rate in Settings → Invoice Settings to avoid entering it on every invoice.
  • Review line items before sending — once an invoice is sent to a customer, editing is limited.
  • Use notes for context — add payment instructions, warranty terms, or job-specific details in the Notes field.
  • Check the due date — the default is 30 days, but you can adjust it for individual invoices if needed.

Frequently asked questions

Can I edit an invoice after creating it?

Yes — you can fully edit invoices in Draft or Generated status. Once an invoice has been sent to a customer, only limited edits are allowed. See Invoice workflow for details on which actions are available at each status.

How do I add tax to an invoice?

Enter a tax percentage in the Tax rate field when creating or editing an invoice. The tax amount is calculated automatically based on the subtotal. You can also set a default tax rate in Settings → Invoice Settings.

Can I create an invoice without a job?

Yes. Use the standalone invoice method: go to Invoicing → New Invoice, select a customer, and add line items manually.

What currency are invoices in?

Invoices use US Dollars (USD). All amounts — line items, tax, discounts, and totals — are displayed in USD.

Next steps