Creating an invoice
1
Go to Invoices
Select Sales > Invoices in the sidebar, then click New Invoice.
2
Select the client and project
Choose the client from the dropdown. If the invoice is tied to a project, select it — this links the invoice to the project’s budget so payments reduce the outstanding balance.
3
Choose a billing method
Select how you want to bill for this invoice. See Billing methods below for the options.
4
Add line items
Add the charges for this invoice. You can type line items manually or click Import from Estimate to pull in line items from a saved estimate or the project scope.
5
Set the due date and tax
Enter the payment due date. Apply tax if required — you can set a default tax rate in Settings > Billing.
6
Add notes or payment instructions
Use the Notes field to include payment terms, bank details for check payments, or any other message to the client.
7
Save or send
Click Save as Draft to hold the invoice, or Send to deliver it to the client immediately.
Billing methods
- Lump sum
- Progress billing
- Time & materials
Bill the full contract amount in a single invoice. Best for small jobs or when you’ve agreed to a fixed price upfront.Select Lump Sum as the billing method and enter the total amount or import line items from the estimate.
Adding line items
Each line item has a description, quantity, unit, and unit cost. The total calculates automatically.- Manual entry — Type a description and fill in the quantity and rate
- Import from estimate — Click Import and select line items from an existing estimate or the project’s scope
- Import from time entries — For time & materials invoices, import approved time entries directly as labor line items
Sending an invoice
By email
Click Send on the invoice. Enter or confirm the client’s email address and customize the subject line and message if needed. The client receives an email with a link to view the invoice in their browser and pay online.Via client portal link
Every invoice has a unique portal link. Click Copy Link to get it and share it however you prefer — text message, WhatsApp, or pasting it into an existing email thread. Clients can view the invoice, download a PDF, and pay online through the portal without needing a login.As a PDF
Click Download PDF to generate a formatted invoice you can print or attach to your own email.Invoice status
Online payments via Stripe
When clients open their invoice through the portal link or email, they can pay with a credit or debit card. Payment is processed immediately through Stripe, and the invoice status updates to Paid automatically — no manual reconciliation needed. Funds are deposited to your connected Stripe account on Stripe’s standard payout schedule.Online payments require a connected Stripe account. Go to Settings > Billing > Payment Processing and click Connect Stripe to set this up. Once connected, the Pay Now button appears on all invoices you send.
Marking an invoice as paid manually
If a client pays by check, bank transfer, or cash, you can record the payment manually:- Open the invoice
- Click Record Payment
- Enter the amount, payment method, and date received
- Click Save
Syncing to QuickBooks
Connect QuickBooks in Settings > Integrations > QuickBooks to sync invoices automatically. Once connected:- New invoices sync to QuickBooks as they are created
- Payments recorded in Contractor Co-Pilot post as payments in QuickBooks
- Client records are matched or created in your QuickBooks customer list
Next steps
Projects
Track the work you’re billing for and monitor budget vs. actuals.
Proposals
Convert an accepted proposal into a project and first invoice.
Clients
Manage client billing information and payment history.
Integrations
Connect QuickBooks, Stripe, and other tools.