Who this is for
The job's done and you want paying. Raise an invoice, send it by email, and see what's still owed — in the same place as your calls and quotes.
Time: 5 minutes. You'll need: to be signed in. A manager can draft an invoice; only the owner can send it, mark it paid or void it.
Steps
1. Start a new invoice
Open Invoices in the menu and press + New invoice, or Let Scarlett build it and tell her what it's for. Fill in the customer (a name is required; add their email so you can send it), the dates, the VAT treatment, and the lines — an Item with a Description under it, quantity and price. Scarlett works out the VAT and totals for you.
2. Save it as a draft
Press Save draft. It's saved as a draft with its own number (like IN00001)
and opens on the next screen. You can still edit a draft.
Your bank details, numbering and the invoice's look are set in Settings → Quotes & Invoices — press Invoice settings beside the list to go there.
3. Send it
On the invoice, press Send to customer. Scarlett emails it, with your branding, and the status becomes Sent. The first time you send, the document is frozen — later views and resends show exactly what the customer got, even if you change your branding afterwards.
If you take payments online (Integrations → Payments), the email carries a Pay now button so the customer can pay straight away, and the invoice is marked paid by itself when they do.
4. Mark it paid, or void it
When the money's in, press Mark as paid. If you need to cancel an issued invoice, press Void — you never delete a sent invoice, you void it and raise a new one.
The statuses
| Status | Meaning |
|---|---|
| Draft | Being edited; not sent |
| Sent | Issued to the customer, unpaid |
| Overdue | Sent and past its due date — set automatically |
| Part paid | Part of it has been paid |
| Paid | Settled in full |
| Void | Withdrawn — shown in the Cancelled folder |
The Awaiting payment folder holds everything sent and not yet paid in full.
Tidy up
Press Archive on an invoice, or swipe it left on a phone, to put it in Archived. Only a draft that was never sent can be deleted.
Verify it worked
The top of Invoices shows the total still owed, and the invoice shows the right status — Sent, then Paid once you mark it.
Troubleshooting
"Add the customer's email address before sending." An invoice is sent by email, so it needs one. Add it in the customer field and send again.
"That invoice has already been sent, so it can't be edited." Issued invoices are frozen. Void it and raise a new one.
I can't set "Part paid." Part paid comes from a payment recorded online or in your accounting software — you can't set it by hand. Use Mark as paid for a full payment.
"Your invoices are missing your details." Add your business name, address and phone in Train Scarlett → Business so they print on the invoice.
Only the owner can send or mark paid. Managers can draft; the owner issues. Engineers don't see quotes and invoices.
What's next
- Draft and send quotes — price the work before you bill it.
- Connect your calendar and accounting — draft invoices into Xero.
- Add your logo and branding — put your look on every invoice.