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
On Invoices, press + New invoice. Fill in the customer (a name is required; add their email so you can send it), the job it's for, the dates, the VAT treatment, and the line items — description, quantity and unit 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.
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.
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 financial document, 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 | A partial payment came back from your accounting software |
| Paid | Settled in full |
| Void | Withdrawn |
Verify it worked
The eyebrow at 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 only comes back from connected accounting software — you can't set it by hand. Use Mark as paid for a full payment.
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.