A well-prepared invoice does more than request payment-it builds trust, clarifies expectations, and protects your business. In FieldCamp, you can enhance every invoice by attaching contracts, specifying terms and conditions, including supporting documents, and adding internal or client-facing notes. This guide will walk you through each of these features and show you how to use them to deliver clear, professional, and comprehensive invoices.

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1. Attaching a Contract

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Why Attach a Contract?

Contracts formalize the agreement between you and your client, outlining the scope of work, responsibilities, deliverables, and payment obligations. Attaching a contract to your invoice keeps all relevant documents together, making it easy for both parties to reference and agree on the terms after the work is complete.

How to Attach a Contract in FieldCamp:

  • In the invoice creation or editing screen, look for the Contract section.
  • Click Attach a Contract.
  • Select an existing contract from your library or upload a new one.
  • The contract will now be linked to this invoice, ensuring all parties have access to the agreed terms.

If you want to learn how to create or manage contracts in FieldCamp, read our detailed guide on Contracts for step-by-step instructions.

Use standardized contract templates for recurring services to save time and maintain consistency.

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2. Adding Terms & Conditions

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Why Add Terms & Conditions?

Terms and conditions clarify the payment rules and expectations for each job. They can include payment terms, late fees, warranties, liability clauses, or any other legal or operational details specific to the invoice or client.

How to Add Terms & Conditions:

  • In the invoice form, find the Terms & Conditions section.
  • Enter your standard terms, or customize them for the specific job or client.
  • Be clear and concise to avoid misunderstandings.
  • These terms will be visible to your client when they review the invoice.

Review and update your terms regularly to reflect changes in your business policies or legal requirements.

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3. Including Attachments

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Why Include Attachments?

Supporting documents such as images, receipts, certifications, or signed work orders provide extra detail, transparency, and credibility to your invoice. They help clients understand the charges, verify completed work, and make informed payments.

How to Attach Files in FieldCamp:

  • Locate the Attachments section in the invoice form.
  • Click Drag & Drop Files or Browse Files to upload documents from your computer.
  • Supported file types typically include images (JPG, PNG), PDFs, and other common formats.
  • Attach as many files as needed to support your invoice.

Attach photos of completed work, signed delivery receipts, or detailed breakdowns for larger projects to set clear expectations and avoid disputes.

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4. Adding Notes

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Why Use Notes?

Notes are a flexible way to add extra information to your invoice. Use them to provide special instructions for the client, highlight important details, or leave internal messages for your team.

How to Add Notes in FieldCamp:

  • In the Notes section of the invoice form, type any relevant information.
  • Specify whether the note is for the client (visible on the invoice) or for internal use only.
  • Internal notes help your team stay aligned, while client-facing notes can clarify unique payment details or requirements.

A comprehensive invoice is the foundation for smooth, timely payments-finish every project on the right foot with FieldCamp’s powerful invoice enhancements.