Understanding FieldCamp's Invoicing System
FieldCamp's invoicing system transforms the traditionally tedious billing process into a streamlined workflow that ensures accurate invoicing, faster payments, and professional client communication.
The platform handles everything from simple one-time service invoices to complex recurring billing scenarios, with built-in payment tracking, automated reminders, and real-time status updates that keep your cash flow healthy and your accounts receivable organized.
The system integrates seamlessly with job completion data, automatically pulling service details, labor hours, and materials used, eliminating manual data entry and reducing billing errors by up to 95%.
Accessing the Invoices Section
Primary Access Route
Log into FieldCamp dashboard
Click "Grow" in left navigation menu
Select "Invoices" from top tabs
Invoice management screen opens
Job-Based Access
Open any completed job
Click "Generate Invoice" button from actions
Invoice pre-populates with job data
Invoice Dashboard Overview
Main Invoice Screen Layout
The invoice dashboard displays a comprehensive table with essential information:
Column Information
Invoice #: Unique identifier for tracking (e.g., INV-2024-0001)
Title: Custom descriptive name for internal reference
Customer: Client name with quick link to their profile
Date: Invoice creation date
Due Date: Payment deadline with countdown indicator
Total: Full amount including taxes and fees
Delivery Status: Draft, Sent, Viewed, or Delivered
Payment Status: Unpaid, Partial, Paid, Overdue
Filtering and Organization
Quick Filters
All Invoices
Unpaid
Overdue
This Month
Custom Date Range
By invoice number
By customer name
By amount range
By service type
Creating a New Invoice
Step 1: Initiate Invoice Creation
Access Methods
Click "+ New Invoice" button (right side of screen)
Or from job: "Convert to Invoice"
Or from estimate: "Convert Estimate to Invoice"
Step 2: Configure Basic Information
Customer Selection
Existing Customer: Select from dropdown with search
New Customer: Add inline without leaving invoice
Customer Details: Auto-populates address and contact info
Invoice Identification
Invoice Number: Auto-generated or custom
Title: Descriptive reference (e.g., "Monthly Maintenance - October")
Date Configuration
Invoice Date: Today's date or backdate if needed
Due Date: Based on payment terms or custom
Payment Terms Options:
Due on receipt
Net 7 days
Net 14 days
Net 30 days (most common)
Net 45 days
Net 60 days
Net 90 days
Custom terms
Billing Details
Billing Address: Confirms or updates customer's billing address
Service Address: If different from billing
Tax ID: For B2B transactions
Step 3: Add Line Items
Line Item Methods
Click in description field
Enter service/product details
Set quantity and rate
Select applicable tax
Amount auto-calculates
Click "Price Book" button
Navigate categories
Select multiple items
Add to invoice instantly
Link to completed job
Import all job line items
Adjust as needed
Maintains job reference
Line Item Organization
Using Sections Create logical groupings:
Labor Section: All labor charges
Materials Section: Parts and supplies
Additional Services: Extra work performed
Discounts Section: Applied discounts
Section Creation
Click "Add Section"
Name the section
Add items to section
Sections subtotal automatically
Line Item Details
Description: Detailed service/product description
Quantity: Number of units
Rate: Price per unit
Tax: Dropdown for tax selection
Discount: Line-item specific discounts
Amount: Auto-calculated total
Step 4: Apply Taxes and Discounts
Select from configured tax rates
Multiple tax support (federal, state, local)
Tax-exempt option for eligible customers
Automatic calculation on subtotal
Discount Application
Percentage Discount: Apply to subtotal
Fixed Amount: Dollar amount off
Line Item Discounts: Individual item discounts
Early Payment Discount: Conditional terms
Step 5: Add Additional Information
Notes and Terms
Invoice Notes: Visible to customer
Internal Notes: Team reference only
Terms & Conditions: Legal text
Payment Instructions: How to pay
Attachments
Service reports
Photos of completed work
Warranty documents
Terms sheets
Step 6: Save and Review
Save Options
Save as Draft: Continue editing later
Save and Send: Immediate dispatch
Save and Preview: Review before sending
Invoice Management Features
Preview Functionality
What Preview Shows
Exact customer view
Professional formatting
Company branding
All line items and totals
Terms and notes
Preview Actions
Check for errors
Verify calculations
Review formatting
Test print layout
Editing Invoices
Editable Elements (before payment)
Line items and descriptions
Quantities and rates
Taxes and discounts
Terms and due dates
Notes and attachments
Edit Restrictions
Cannot edit paid invoices
Limited editing of partial payments
Audit trail maintains changes
Version history available
Invoice Actions Menu
View & Print PDF
Generate professional PDF
Include company logo
Print for physical records
Email as attachment
Archive for compliance
Duplicate Invoice
Copy for similar services
Recurring billing setup
Template creation
Batch invoicing
Delete Invoice
Remove draft invoices
Void sent invoices
Maintain audit trail
Cannot delete if payments received
Sending Invoices
Email Configuration
Recipient Setup
To Field: Primary recipient (auto-filled)
CC Field: Additional recipients
BCC Field: Hidden copies
Reply-To: Your response email
Message Customization
Subject Line: Customizable with variables
Default: "Invoice #[NUMBER] from [COMPANY]"
Message Body: Personalized note
Thank you message
Payment instructions
Special notes
Delivery Options
Email Delivery
Instant sending
Read receipts
Click tracking
Bounce handling
Customer Portal
Self-service access
Download capability
Payment integration
Communication thread
Print and Mail
Generate for physical mail
Batch printing
Envelope formatting
Tracking numbers
Payment Recording and Tracking
Recording Payments
Payment Entry Process
Open invoice
Click "Record Payment"
Enter payment details:
Amount: Full or partial
Date: When received
Method: Cash, Check, Card, Bank Transfer, Other
Reference: Check number, transaction ID
Notes: Additional details
Partial Payments
Enter amount received
System calculates remaining balance
Updates status to "Partially Paid"
Shows payment history
Payment Confirmation
Generate receipt automatically
Email to customer
Update accounting records
Trigger thank you message
Payment Tracking
Payment History View
All payments listed chronologically
Amount and method shown
User who recorded payment
Timestamp of entry
Running balance display
Payment Analytics
Average time to payment
Payment method preferences
Customer payment patterns
Cash flow projections
Online Payment Integration
Payment Processing
Pay Now Button: On emailed invoices
Supported Processors: Stripe, Square, PayPal
Instant Updates: Real-time status changes
Auto-Receipts: Sent upon payment
Customer Experience
Click "Pay Now" in email
Secure payment page opens
Enter payment details
Instant confirmation
Receipt emailed automatically
Invoice Status Management
Status Types and Meanings
Draft
Not finalized
Still editable
Not sent to customer
No accounting impact
Sent
Delivered to customer
Awaiting payment
Reminder eligible
Aging starts
Viewed
Customer opened invoice
Engagement tracked
Follow-up may be needed
Pending
Approved but not due
Future dated
Scheduled payments
Paid
Full payment received
Closed for accounting
Success metric
Partially Paid
Some payment received
Balance remaining
Follow-up required
Overdue
Past due date
Requires action
Late fees may apply
Canceled
Voided invoice
No payment expected
Audit trail maintained
Automatic Status Updates
System automatically updates status based on:
Payment recording
Due date passing
Customer actions
Email engagement
Best Practices
Invoice Creation
Clear Descriptions: Detailed line items
Accurate Dates: Proper dating for accounting
Complete Information: All details included
Professional Appearance: Use templates
Prompt Sending: Invoice immediately after service
Payment Collection
Clear Terms: State payment expectations
Multiple Options: Offer various payment methods
Follow Up: Send timely reminders
Early Payment Incentives: Offer discounts
Late Payment Penalties: Enforce consistently
Record Keeping
Regular Updates: Record payments promptly
Document Everything: Keep notes and attachments
Maintain Accuracy: Double-check entries
Archive Properly: Organize for retrieval
Backup Data: Regular system backups