By configuring your invoice settings you'll ensure that your invoices include the information you want your customers to see without requiring your employees to change any details when sending an invoice. There are a couple of ways to change these settings: default, job-by-job, and mobile.
Update default invoice settings
Changing these settings will be automatically set for every invoice created moving forward, as the following steps are for changing the settings across all invoices.
Note: Changing default invoice settings will not impact previously sent invoices. You will still be able to change the individual invoice settings on each job if necessary.
To access your default invoice settings, navigate to the Setting Gear icon in the top right, scroll down on the left sidebar until you see Invoices, then select Customer View
Automated Reminders
Navigate to your settings by selecting the gear icon on your homepage navigation bar. Click the drop-down arrow next to the Invoices tab. To set up invoice reminders to automatically remind customers of past due invoices they have already received and still need to pay, click the 'Automations' tab. Housecall Pro will automatically send a reminder email to your customer for sent invoices that have been marked as finished, have an invoice due date, and a balance greater than $0. Invoice reminders will start going out after the invoice due date has passed and the invoice is still unpaid.
Learn more about automated invoice reminders here.
Due terms
Navigate to your settings by selecting the gear icon on your homepage navigation bar. Click the drop-down arrow next to the Invoices tab and select the 'Customer view' tab. In the 'Default Terms' section within the Customer view for invoices settings, you can select/edit your due terms.
Due terms will default to 'Upon receipt' but clicking the blue text will allow you to change this to due upon start or completion of work, or to a net number.
Important notes
Remember that updating your global invoice settings will only impact any FUTURE jobs created, not retroactively. If you have recently created jobs that have a different due term, you can go to that job and update that due term independently by following these instructions HERE
Custom due terms are not supported at this point but please chat in and provide a Pro Vote if this is a critical feature for your team
To change the due date of an invoice:
Open the job details page
Directly underneath the invoice number, next to 'DUE', click the due date in blue
Select one of the following:
Upon
Net
On a date
Click 'Set as Default' in the lower left corner to apply the due date to all invoices moving forward.
Click 'Done' to save
Due Term Best Practices
There are due terms that we only recommend using based on your team's workflow. Below are outlined some important criteria for specific due terms.
Due term | Criteria for due date | Note |
Upon start of work | The due date for this due term is populated once the job scheduled date has passed | We do not recommend this due term if you do not schedule your jobs. |
Upon completion of work | The due date for this due term is populated once the job is marked as finished. | We do not recommend this due term if you do not mark your jobs as complete. |
On a date | The due date will match the specific due term date you set. | We do not recommend this for your global settings but rather as a one-time override on a job-by-job basis. |
Net ... | The due date is populated x days after based on the net term you set. | Ex. Net 30 after 01/01/24 would result in a due date of 01/31/24 |
Receipt | The due date for this due term is populated when you invoice the customer. | The payment is due once the customer receives their invoice |
Change or Hide the Service or Invoice Date
If you're sending an invoice to a customer and see that the service date is incorrect, you can change the date itself, or hide the service or invoice date on the actual invoice.
Service Date: the date the job/estimate was marked 'Finished' (not the day it was scheduled for).
Invoice Date: the date the invoice is actually being sent to the customer
Follow the steps below to Hide the Service or Invoice Date:
Navigate to the job details page and click 'Send Invoice'.
Click the 'arrow' to open the Job and Invoice settings
Uncheck 'Service Date or Invoice Date' so it appears grey (blue = on)
Follow the steps below to Change the Service Date:
Navigate to the job details page
Click 'Undo' above the blue 'Finish' bubble. Confirm by clicking 'Unfinish Job'
Click the 'Finish' Job button
Select the date and time that you'd like to set as the 'Finish' time and click 'Finish'
Follow the steps below to Change the Invoice Date:
Click 'Send Invoice' on the job details page
Click the 'edit pencil' at the top right of the invoice details section
Click the 'calendar icon', select the updated invoice date, and click 'Save'
Payment Options
Once you've connected your bank information you'll be able to select how you want to allow customers to pay.
Learn more about payment processing here.
Customer View of Invoice
Under this section, you have a handful of options that control what information your customers will see on their invoices. Toggling off/on, and checking/unchecking these settings will update the sample preview in real time so that you're able to preview what your customers will see.
Services and Materials
You are able to add service and material line items to jobs for your employees to see and reference for job preparation and job costing reporting purposes while still being able to control the level of detail your customers see about these line items on their invoices.
For example, if you want to track material line items to understand the material inputs and costs of a job but don't want your customers to see material details you can hide material line items altogether or just choose to show certain information like a materials subtotal within your invoice settings.
Note: any line item added to the job with a price will be counted in the subtotal and totals even if the line item is hidden on the invoice. If you don't want the price to be included in the total set it to $0.
Update invoice settings on a job-by-job basis
As mentioned before, while you're able to configure default invoice settings to ensure your invoices include the information you want your customers to see, you can also adjust these settings on a job-by-job basis if needed from the web and mobile app.
Note: Changing individual invoice settings from a job will not impact any other invoices other than the invoice you're editing. If you want to make global changes please configure your default invoice settings under account settings.
Web Portal
Navigate to the job details page. Clicking 'Send Invoice' from a job page will take you to the invoice preview which you can adjust before sending to a customer.
Note: the invoice number, due date, and invoice message can be edited directly on the job page without clicking into the invoice preview
From the invoice preview page you'll be able to adjust the following options below:
Due terms
Clicking the blue text will allow you to change this to due upon start or completion of work, a specific date, or to a net number.
Payment Options
Once you've connected your bank information you'll be able to select how you want to allow customers to pay.
Customer View of Invoice
Mobile App
Each setting mentioned above can also be adjusted from the mobile app.
Please note that in order for field tech users to be able to edit invoice settings, they must have permission to 'See prices & take payment' in order to access the invoice.
Steps to changing invoice settings on iPhone:
First, open an invoice on the app and select the 'paper plane' invoice icon at the top.
Next, select the settings gear icon in the top right.
Finally, toggle on/off the options for the invoice that you want to edit.
Once you're ready to send, tap Next. From here you can adjust the payment options and choose whether to email or text the invoice.
Invoice settings on Android
First, create a job by clicking on the green '+' in the bottom right-hand corner of the page or click on the job of your choice to view the job details page
Click on the white arrow located at the top of the job details page to view the invoice
At the top of the invoice detail page, click on the gear icon located next to the paper clip to review your invoice settings
Finally, toggle on/off the options for the invoice that you want to have shown
Once you're ready to send, tap 'Next'. From here you can adjust the payment options and choose whether to email or text the invoice.
Note: to send an invoice by text, the setting to allow payment by credit card must be turned on
Learn how to change your default online payment option here
If you have additional questions please chat into the blue chat bubble!