Estimate to Job to Invoice | FieldCamp

The most common billing flow in field service goes like this: you quote the work, the client approves, you schedule and complete the job, then you invoice and get paid. FieldCamp connects every step so data flows forward automatically -- no retyping, no missed charges, no lost details.

The Full Lifecycle

Estimate (quote the work)
   ↓  Client approves
Job (schedule and complete the work)
   ↓  Work finished
Invoice (bill the client)
   ↓  Client pays
Paid (close the loop)

Each conversion carries forward the client details, line items, pricing, tax rates, and any deposits collected along the way.

Step 1 -- Create and Send the Estimate

Create an estimate with the client details, line items, and pricing. Send it by email for the client to review and approve.

With the Command Centre:

• "Create an estimate for Sarah Johnson -- AC repair, $450"
• "Quote ABC Property Management for annual HVAC maintenance"

The client receives the estimate by email, reviews the scope and pricing, and approves (or requests changes). You can track the status in the Estimate Views dashboard.

If you collect a deposit at this stage, FieldCamp records it and carries it forward through the rest of the flow.

Step 2 -- Convert the Estimate to a Job

Once the client approves, convert the estimate to a job with one click.

With the Command Centre:

• "Convert estimate 78 to a job"
• "Turn the Smith Residence estimate into a job and schedule it for next Monday"

What Carries Over

After conversion, schedule the job, assign team members, and dispatch. The estimate is marked as Converted.

Step 3 -- Complete the Job

Your team completes the work, logs time through job logs, fills out any required job forms, and updates the job status to Completed.

During the job, additional line items may be added (extra parts, additional labor, change orders). These will be available when you create the invoice.

Step 4 -- Create the Invoice from the Job

Create an invoice from the completed job. FieldCamp pre-fills the invoice with everything from the job: original estimate line items, any additions made during the work, labor hours logged, and materials used.

With the Command Centre:

• "Create an invoice for job 1036"
• "Invoice the completed Smith Residence HVAC repair"
• "Bill Sarah Johnson for the AC repair job"

What Carries Over

Deposit Deduction

If a deposit was collected with the original estimate, FieldCamp automatically deducts it from the invoice total. The invoice clearly shows:

• Subtotal of all line items
• Tax
• Deposit already paid
• Remaining balance due

See Deposits for the full setup and tracking guide.

Step 5 -- Send and Get Paid

Send the invoice to the client by email. They can:

• Pay online using Stripe (click Pay Now in the email)
• View and download a PDF from the customer portal
• Mail a check or pay by other offline methods

Once payment is received, record it on the invoice. The status updates to Paid, and the job lifecycle is complete.

The Flow at a Glance

Shortcuts and Variations

Not every job follows the full chain. Here are common variations:

Related Articles

• Creating Estimates
• Creating Invoices
• Estimate to Job (detailed conversion guide)
• Job to Invoice (detailed conversion guide)
• Deposits
• Stripe Payments
• Digital Signatures