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Money

Invoices and receipts

Where an invoice comes from, what sending one actually sends, how overdue reminders escalate, and what your customer sees when they open it.

This applies to both workflows

What are the two workflows?

An invoice is the record of what a job cost and whether it has been paid. Most of the time you never create one by hand: collecting payment makes it for you. You reach for this screen when the customer is going to pay later, or when you need to prove what was charged.

Where invoices come from

  • Collecting payment on a job creates one if the job has none, and marks it paid.
  • Generate Invoice on a completed job creates one and moves the job to Invoiced.
  • A work order for a customer on invoiced terms bills as ONE invoice for the whole work order against their PO. Trips on it are never invoiced individually, and the product refuses if you try. See Work orders and trips.
  • A rental bills at checkout, and any weight overage is invoiced after the scale ticket.

Numbers are allocated centrally, so two people invoicing at the same moment cannot land on the same number. The due date is the invoice date plus your Payment Terms (days) under Settings > Money > Billing & Payments on the Invoicing tab; leave it at 0 for due on receipt.

Sending it

Send Invoice does up to two things at once, and tells you which of them happened:

  • An email with the line items, any deposit already credited, the total, the due date, your notes and a Pay button. It comes from HaulHQ with your company name on it and your own address as the reply-to, so it lands even if you use a Gmail address.
  • A text with the payment link, if the customer has a mobile number, they have not opted out, and you have that message switched on under Settings > Notifications.

Once sent, the button becomes Resend. Resending does not restart the reminder sequence. Payment Link opens the customer's payment page in a new tab, for reading out over the phone or pasting into a message yourself.

Invoice Later on the job is not the same thing

Invoice Later in the Collect Payment sheet marks the invoice sent so it shows as outstanding, but it does not send the email or the text and it does not start the reminders. If you want the customer chased, open the invoice and press Send Invoice.

Recording a payment

  • Money you actually took belongs on the job: open it and use Collect Payment, which records how it was paid. See Collecting payment.
  • Mark Paid on the invoice is the shortcut for a payment that happened somewhere we will never see. It settles the invoice, sends the receipt, and writes no payment record, so it will not appear in your payment reconciliation.

Overdue, and what we send

Sending an invoice starts a reminder sequence. By default it runs at 7, 14 and 30 days, and you can change the days or switch it off entirely on the Invoicing tab. The first reminder is the moment the invoice flips to Overdue.

  • Each reminder is an email with the payment link, plus a text where the customer has a number and has not opted out.
  • The urgency escalates, and the last one in your list is marked Final Notice.
  • You get an alert too, so a customer who is not paying is not something you have to go looking for.
  • The sequence stops the moment the invoice is paid or voided. It never chases a settled invoice.

The Invoices screen leads with what is outstanding and what is overdue. Tapping the Overdue figure filters the list to it, and tapping it again clears the filter.

Voiding and refunding

  • Void cancels an unpaid invoice. It cannot be undone, it releases any work-order trips the invoice covered so they can be billed again, and it is owners and managers only. If it refuses, nothing has changed.
  • Issue Refund appears on a paid invoice, in the three-dot menu, for owners and managers. It is deliberately not next to the everyday buttons.
  • On a refund, HaulHQ reverses its own 1.5% processing fee in proportion to what you returned. The $1.50 completion fee stands, because the job was still completed.

What your customer sees

  • The email, in your colours with your logo, listing the work, any deposit credited, the total and the due date.
  • The payment page, where they pay by card or bank transfer, and can add a tip if you have tipping on. If a card is saved there, it is so any dump, overage or balance adjustment on the same order can be charged, and the page says so.
  • A receipt by email as soon as it is paid, however it was paid. Turn that off, or change the note at the foot of it, on the Invoicing tab.
  • Their portal link, which lists their jobs and invoices with you.

Common mistakes

"I marked an invoice paid and now my payment report does not add up."

Mark Paid records no money, only a settled status. Anything you actually collected should go through Collect Payment on the job, which records the method and the amount. Mark Paid is for money that genuinely moved somewhere HaulHQ cannot see.

"The customer says they never got the invoice."

Check the send result, then the job's Communications section. An invoice with no email address on the customer sends only the text, and one with neither is refused with that reason. Add the missing detail to the customer and press Resend.

"I voided an invoice and the job still says Invoiced."

Voiding cancels the invoice, not the work. If the job needs to be finished a different way, either collect on it or, when another settled invoice already covers it, use Close as settled on the job. See The job, start to finish.

"Reminders are going out to a customer who has already paid me in cash."

The sequence stops on a paid or voided invoice, so the invoice is still open. Record the cash against the job through Collect Payment; the reminders stop at the next step.

"I invoiced one trip of a work order and it was refused."

That customer is on invoiced terms, so the whole work order bills as one invoice against their PO. Invoice the work order from its own page when the work is done.