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.
Default Customer View Invoice Settings
Configure the default contents shown on all future invoices. To customize your default invoices, follow these steps.
📌 Note: Changes to default invoice settings only apply to new invoices going forward. Existing or previously sent invoices won’t be affected. You can still update individual invoices as needed.
For new users:
Click the gear icon in the top right corner of your HCP account to go to Settings.
Select Invoices from the Settings menu on the left.
Click the Customer view tab on the Invoice settings page.
If you're on the previous version of settings:
Click the gear icon in the top right corner of your HCP account to go to Settings.
From the left-hand menu, select Invoices, then choose Customer view from the dropdown menu.
Set Your Default Invoice Terms
In your Customer view Invoice settings:
Choose between Upon or Net default due term options by clicking the appropriate radio button.
For Upon, use the dropdown menu to select when the invoice is due: Receipt (default), Start of work, or Completion of work.
For Net, select this option to set the invoice due a specific number of days after it's sent. Use the dropdown menu to choose from the following options: 3, 5, 7, 10, 14, 15, 20, 30, 40, 45, 60, or 90 days.
📌 Note: 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.
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 |
Add or Remove Items from Invoices
You can customize what your customers see on their invoices by adjusting your display preferences. Whether you want to simplify your invoices or hide certain job or pricing details, you can easily choose which elements to include or remove. These settings apply to all future invoices sent from your account.
You can show or hide the following:
Job and invoice details (e.g., job number, invoice date)
Business and customer information
Service details and pricing
Material details and pricing
Follow the steps below to update your preferences for each section.
Job and Invoice Items:
Click the dropdown arrow next to Job and invoice to open the display options.
Check or uncheck the box next to the items you want to be displayed or removed on all future invoices.
Job number
Invoice number
Service date: the date the Job/Estimate was marked Finished (not the day it was scheduled for).
Invoice date: the date the invoice is being sent to the customer.
Summary of work
Business and Customer Information:
Click the dropdown arrow next to Business and customer to open the invoice display options.
Check or uncheck the box next to the items you want to be displayed or removed on all future invoices.
Business name
Technician name
Customer display name
Customer company name
Service Details & Pricing:
Click the dropdown arrow next to Services to open the invoice display options.
Check or uncheck the box next to the items you want to be displayed or removed on all future invoices.
Line items (unchecking this option automatically removes other line item options from being displayed, except the subtotal)
Services name
Description
Quantity
Unit price
Line items amount
Subtotal
Material Details & Pricing:
Click the dropdown arrow next to Materials to open the invoice display options.
Check or uncheck the box next to the items you want to be displayed or removed on all future invoices.
Line items (unchecking this option automatically removes other line item options from being displayed, except the subtotal)
Materials name
Description
Quantity
Unit Price
Line items amount
Subtotal
📌 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, change the line item to $0.
Change Your Invoice Format
In your Customer view Invoice settings:
Select the radio button next to Email optimized format or Envelope optimized format (For use with #9 or #10 window envelopes).
Individual Invoice Settings (Web Portal)
While your default invoice settings control what customers see on all future invoices, you can still adjust these settings on a job-by-job basis when editing an individual invoice, whether you're on the web or using the 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.
To access invoice settings for specific invoices:
Open a job to view the Job details page.
Click the Invoice button in the Action Bar at the top of the page.
This will open the invoice preview page, where you can adjust the individual invoice date, payment terms, payment options, invoice message, and the customer view.
Adjust Individual Invoice Date and Payment Terms
To edit the Invoice date or payment terms for an individual invoice:
Open a job and click the Invoice button to view the Invoice preview.
Click the pencil icon next to the Details section.
Here, you can click the calendar icon to change the invoice date and select the radio button next to the payment term option you wish to add.
Once you've made your changes, click the blue Save button in the bottom right corner.
Adjust Individual Invoice Customer View
In the invoice preview page, select the dropdown arrow next to one of the following sections you wish to edit:
Job and Invoice
Business and customer
Services
Materials
Then, under each section, check or uncheck the boxes next to the options you wish to display or remove from the individual invoice.
Change the Due Date
Click the blue text next to "Due:" in the Invoice section of the job to edit the due terms.
Here, you can select one of the following:
Upon
Net
On a date
Click the box next to Set as Default in the lower left corner to apply the due date to all invoices moving forward.
Select Done to save.
Change the Service Date
Follow the steps below to change the Service Date:
Open a job to view the Job details page.
Click UNDO above the blue FINISH button. Confirm by clicking Unfinish job.
Click the FINISH button.
Select the date and time that you'd like to set as the Finish time and click Finish to update the service date.
Adjust Payment Options
On the invoice preview page, once your bank information is connected, you can choose which payment options to accept for that individual invoice by clicking the dropdown arrow in the Payment options section.
Individual Invoice Settings (Mobile App)
Each setting mentioned above can also be adjusted from the mobile app.
📌 Note: Field tech users must have the See prices & take payment permission enabled to access and edit invoice settings.
To change the individual invoice settings on the HCP mobile app:
First, open a job on the HCP mobile app and select the paper plane invoice icon at the top.
Click the gear icon in the top right corner of the invoice preview.
Select which invoice details you'd like to show by toggling each option on or off.
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.
Need help or have questions?
We're here for you! Chat with us using the Blue Chat Bubble in your Housecall Pro account, or give us a call at (858) 842-5746.