Managing Invoices: Creating & Sending Invoices

The Transactions section in ClimaCall handles your financial workflow—from generating invoices for completed work, to recording customer payments and reconciling outstanding balances. Understanding these tools ensures accurate billing and cash‑flow tracking.

Invoice Management Grid #

1. Navigate to Transactions → Invoices in the left menu.

2. At the top of the page you’ll see key financial metrics: Total overdue, Due within next 30 days and Average time to get paid. These figures help gauge your company’s receivables at a glance.

3. The invoice grid lists all invoices with columns for Status, Number, Date, Customer, Property, Total, Due date and checkboxes for multi‑selection. Use the tabs above the grid to filter Unpaid, Draft or All invoices. You can also search by invoice number or filter by customer, status and date range.

Invoice Status #

• Draft – Incomplete invoices that haven’t been sent to the customer. They can be edited or deleted.
• Unsent – Finalized invoices ready to send but not yet delivered to the customer.
• Sent – Sent invoices awaiting payment. They may be partially paid.
• Partial – Some payment has been received, but the invoice isn’t fully paid yet.
• Paid – The invoice balance is fully settled.
• Overdue – An open invoice past its due date.
• Void – An invoice voided and removed from accounting.

Creating a New Invoice #

1. Click Create an invoice at the top right of the invoice grid.
2. In the New Invoice form, choose the Customer and Property; this automatically pulls the customer’s billing rate and address.
3. Add Invoice items such as Work orders, and Products and Services.
4. Set the Invoice date and Payment date. Payment terms (e.g., Net 30) default from company settings but can be changed.
5. Preview totals: Sub-total, Discounts, Taxes, Total, Balance.
6. Save the invoice as Draft if you need to return later.

The invoice now appears in the Invoice grid with status Draft or Unsent.

Sending an Invoice #

1. To edit, click on an invoice row.
2. A side panel opens showing invoice details: status, property, line items and amounts.
3. When ready to send, choose Send invoice or Resend invoice from the actions. ClimaCall emails the invoice to the customer contact on file and changes the status to Open.

Sent invoices include a Payment link (when Stripe Connect is enabled) so customers can pay online.