Creating Invoices | FieldCamp

Invoices are how you get paid. FieldCamp lets you create an invoice from a completed job, from an approved estimate, or from scratch. Line items, tax, and client details carry over automatically so you can send a professional invoice in under a minute.

The Fastest Way: Ask the Command Centre

Open the Command Centre and describe what you need:

• "Create an invoice for the completed Smith Residence job"
• "Invoice job 1036"
• "Bill Sarah Johnson for the AC repair -- $450"
• "Generate an invoice from estimate 78"

The Command Centre builds the invoice with all details pre-filled and lets you review before sending. See AI Skills for more examples.

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Three Ways to Create an Invoice

From a Job

Open the completed job, click Create Invoice from the actions menu. Everything from the job transfers: line items, labor logged through job logs, materials used, and client information. Adjust anything before saving.

For the full walkthrough, see Creating Invoices from Jobs.

From an Estimate

Open an approved estimate and click Generate Invoice. All quoted line items, pricing, discounts, and client details transfer. Any deposits collected with the estimate are automatically applied.

From Scratch

Click + New Invoice from the Invoices list. Select the client, add line items, and fill in the details.

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Building an Invoice Step by Step

Step 1 -- Select a Client

Type the client name and select from the dropdown. FieldCamp auto-fills the billing address, contact email, and default tax settings. Click Add New Client if the client does not exist yet.

Step 2 -- Set Invoice Details

• Invoice Number -- Auto-generated or enter a custom number
• Title -- A descriptive reference (e.g., "Monthly Maintenance -- October")
• Invoice Date -- Defaults to today; backdate if needed
• Due Date -- Based on payment terms

Payment terms:

Step 3 -- Add Line Items

From the Price Book -- Click Price Book, browse categories, select items, and add them to the invoice with pre-set pricing.

Manual entry -- Click the description field, type the details, set quantity and rate.

Sections -- Group related items under headings like Labor, Materials, or Additional Services. Each section shows a subtotal.

Step 4 -- Apply Tax and Discounts

Select a tax rate per line item or for the entire invoice. Apply discounts as a percentage or fixed amount.

Step 4b -- Pricing: Markup, Discounts, and Shipping

Just like estimates, invoices support markup, discounts, and shipping charges. You will find all three in the price summary area below your line items.

Markup

Markup adds your profit margin on top of the invoice subtotal. Click Markup in the price summary area and choose a percentage or a fixed amount.

You can apply markup to materials only, labor only, or both. This is useful when your line items reflect actual costs and you want to add your margin separately.

Example: An invoice has $800 in materials and $1,200 in labor. You add a 15% markup on both, which adds $300. The customer sees $2,300 before tax, discounts, or shipping.

Discounts

Discounts reduce the invoice total by a percentage or a fixed dollar amount. Discounts apply at the invoice level -- they affect the entire invoice, not individual line items.

Click Discount in the price summary area. In the discount modal, enter the value and choose percentage or fixed amount.

Shipping

When the invoice includes physical products that were shipped, click Shipping in the price summary area to add shipping details:

• Shipping amount -- The cost of shipping
• Ship date -- When the shipment went out
• Ship via -- The carrier (e.g., UPS, FedEx, USPS)
• Tracking number -- So the customer can track delivery
• FOB point -- The point where ownership transferred to the buyer

Price Summary

The price summary shows the complete breakdown of the invoice:

This breakdown appears on the invoice your customer receives, so they can see exactly how the balance was calculated.

Step 5 -- Add Notes, Terms, and Attachments

• Customer notes -- Payment instructions, thank-you message, or job summary visible to the client
• Internal notes -- Only your team sees these
• Terms and conditions -- Your standard payment terms or custom text
• Attachments -- Photos of completed work, warranty documents, or service reports

Step 6 -- Save and Send

• Save as Draft -- Keep editing later
• Save and Preview -- Review the client's view before sending
• Save and Send -- Deliver immediately by email

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Invoice Statuses

FieldCamp updates statuses automatically when payments are recorded, due dates pass, or clients interact with the invoice.

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Sending an Invoice

Click Send to deliver the invoice by email. Configure the To, CC, and BCC fields, customize the subject line and message body, and send.

Clients receive a link to view the invoice online. From there they can:

• Pay online using Stripe
• Download a PDF for their records
• View the full breakdown of line items, tax, and terms

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Recording Payments

When a client pays, open the invoice and click Record Payment:

1. Enter the amount (full or partial)
2. Select the payment method -- cash, check, card, bank transfer, or other
3. Add a reference number (check number, transaction ID)
4. Add optional notes

For partial payments, the system calculates the remaining balance and updates the status to Partially Paid. A receipt is generated automatically and can be emailed to the client.

Online Payments

If you have Stripe connected, clients can click Pay Now directly from the emailed invoice. Payment is recorded automatically, the status updates to Paid, and a receipt is sent.

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Recurring Invoices

For ongoing service contracts -- monthly maintenance, weekly cleaning, quarterly inspections -- FieldCamp can automatically generate invoices on a schedule so you never forget to bill.

How It Works

When you set up a recurring job, FieldCamp can create an invoice each time a visit completes or on a fixed schedule:

Each generated invoice includes the line items from the job, the correct billing period, and the client's payment details.

Setting Up Recurring Invoices

1. Open the recurring job or create a new one
2. In the Billing section, enable Auto-Invoice
3. Choose the trigger: on visit completion or on a fixed schedule
4. Set the frequency if using a fixed schedule (weekly, monthly, quarterly)
5. Save the job

FieldCamp handles the rest. Each auto-generated invoice appears in your Invoices list with a status of Draft (so you can review before sending) or Sent (if you enable auto-send).

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What Your Customer Sees (Invoice Document View)

When you send an invoice by email, the client receives a link to view it online. The invoice document view is a clean, branded page that shows:

• Your company logo, name, and contact information
• Invoice number, date, due date, and payment terms
• All line items with descriptions, quantities, rates, and totals
• Tax, discounts, deposits applied, and the balance due
• Any customer-facing notes, terms, and attachments

From this page the customer can:

If a digital signature is required, the customer signs before the invoice is marked as acknowledged.

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Managing Invoices

Preview

Click Preview to see the invoice exactly as your client sees it -- branded layout, line items, totals, and payment button.

Edit

You can edit invoices that have not been paid. Once a payment is recorded, the invoice locks. If you need to adjust a partially paid invoice, void it and create a new one.

Duplicate

Click Duplicate to copy the invoice for similar work. Useful for repeat clients or monthly service billing.

Delete

Draft invoices can be deleted. Sent invoices should be voided (canceled) to keep your audit trail intact. You cannot delete an invoice that has received any payment.

Digital Signatures

Require your signature, the client's, or both on any invoice. See Digital Signatures for setup.

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What to Read Next

• Invoice Views and Analytics -- Track outstanding balances, payment trends, and overdue invoices
• Estimate to Job to Invoice -- The complete billing lifecycle in one article
• Stripe Payments -- Accept online payments from your invoices
• Tax Settings -- Configure tax rates for your region