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Invoice

Invoices are the final stage of your business workflow. The invoicing experience is similar to estimates.

New Invoice​

You can always create an empty invoice on the Invoices screen. This manual workflow allows you to create invoices any time, and add jobs that either do or don't align with Blueprints. To get the most out of Groundskeeper, you should keep in line with the Groundskeeper philosophy.

If you have a plan that supports job tracking, then Groundskeeper will automatically create an invoice when a job is completed. If an invoice exists in Preparing state, the completed job will be added to that invoice.

Invoice States​

Invoices can be in one of 4 states:

  • Preparing
  • Reviewing
  • Paid
  • Voided

Let's walk through each of the invoice states.

Preparing​

Completed jobs are added to an existing invoice in this state. If there is no invoice in this state, Groundskeeper will create one.

During this state, invoices can also be manually adjusted. Similar to Estimates in the preparing state, the name, description, job cost, and job total can be changed. If needed, a job can be voided, which means the customer won't be charged for it.

Note: You can adjust an account-wide setting to show or hide voided jobs from your customers

It's important that you check the details of the invoice, and take special note of the gross and net profit indicators. Use them to your advantage when you're reviewing the totals.

Pro Tip: In addition to adjusting the invoice totals manually, take time to adjust the property metrics and difficulty as well. This will ensure that the invoice will be more accurate the next time you do this job for the same property.

The invoice is laid out so you can quickly compare the estimated cost to the actual cost of a job. Likewise, you can quickly see the estimated total to the final total for each job.

Sometimes you'll need to add a new job. You can do that right here in the invoice view. You can also delete jobs you've added in this way but you cannot delete jobs from the estimation or operations workflow. Instead, you'll need to void them.

Finally, you can add a note to the invoice, which Groundskeeper will highlight to your customer.

Net Profit: If you have set up your monthly overhead estimate, and the crew size for the job, you will see a Net Profit indicator. This indicator is an estimate on the net profit you made on the job. It's calculated by estimating the cost of overheads for the period of time while the job was in progress. Its not accurate enough for official reporting, but it will let you keep your finger on the pulse.

Previewing​

In this state, you can do a final review before sending the invoice to your customer. The customer preview button lets you see the invoice exactly as your customer will see it.

In this state, you can mark the invoice as paid, or you can void the whole invoice.

If there are specific concerns about the invoice, you can always move it back into Preparing, and make adjustments.

When you mark the invoice as paid, the invoice will forever be in this state. The invoice can no longer be voided or adjusted.

While your customer can see the invoice, they cannot mark an invoice as paid. However, if you have activated the Online Payments addon (coming soon), then invoices will be marked as paid, as soon as the credit card payment is successful.

Voided​

Similar to the Paid state, an invoice in this state cannot be changed.

Note: A voided invoice is still counted towards your overall profit margins.

Viewing Invoices​

By default, invoices present in the Kanban view, so you can quickly see the health of your invoicing.

You can switch to a table view, and search for invoices. If you are looking for a specific invoice, you'll be more successful by going to the property view and finding the invoice on the property profile.

Completed invoices (ie paid or voided invoices) will show up in your list for 5 days, before they are automatically hidden. You can find them again by clicking the show-all icon in the table view.