> ## Documentation Index > Fetch the complete documentation index at: https://docs.contractor-co-pilot.com/llms.txt > Use this file to discover all available pages before exploring further. # Create invoices and collect payments online > Build invoices from a project or estimate, choose your billing method, send to clients via email or portal link, and collect payment online through Stripe. Invoices in Contractor Co-Pilot connect directly to your projects and estimates, so you're not rebuilding line items from scratch every time you bill. Send invoices by email or client portal link, collect payment online through Stripe, and sync everything to QuickBooks — all from one screen. ## Creating an invoice Select **Sales > Invoices** in the sidebar, then click **New Invoice**. 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. Select how you want to bill for this invoice. See [Billing methods](#billing-methods) below for the options. 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. Enter the payment due date. Apply tax if required — you can set a default tax rate in **Settings > Billing**. Use the **Notes** field to include payment terms, bank details for check payments, or any other message to the client. Click **Save as Draft** to hold the invoice, or **Send** to deliver it to the client immediately. ## Billing methods 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. Bill in stages as work is completed — typically tied to project phases or percentage of completion. Common for larger construction contracts. Select **Progress Billing**, choose the phase or milestone you're billing for, and enter the percentage complete or dollar amount for this draw. Contractor Co-Pilot tracks the total billed-to-date and prevents over-invoicing beyond the contract value. Progress billing supports retainage. Set a retainage percentage on the project and it will be withheld automatically on each draw invoice and tracked separately until release. Bill based on actual labor hours and material costs logged to the project. Best for open-scope or cost-plus contracts. Select **Time & Materials** and choose the date range to bill. Contractor Co-Pilot pulls in approved time entries and material purchases logged against the project for that period. ## 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 You can reorder line items by dragging them and delete any line by clicking the trash icon. ## 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 | Status | Meaning | | ------------------ | --------------------------------------------- | | **Draft** | Created but not yet sent | | **Sent** | Delivered to the client | | **Viewed** | Client has opened the invoice | | **Paid** | Payment received in full | | **Partially paid** | Partial payment received | | **Overdue** | Past the due date with an outstanding balance | | **Void** | Cancelled — no longer collectible | ## 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: 1. Open the invoice 2. Click **Record Payment** 3. Enter the amount, payment method, and date received 4. Click **Save** The invoice status updates to **Paid** or **Partially Paid** based on the amount entered. ## 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 Run the initial sync after connecting QuickBooks to import existing invoices and avoid duplicates. The sync wizard walks you through matching existing records. ## Next steps Track the work you're billing for and monitor budget vs. actuals. Convert an accepted proposal into a project and first invoice. Manage client billing information and payment history. Connect QuickBooks, Stripe, and other tools.