Invoices & payments
Creating invoices
Section titled “Creating invoices”Two ways:
- Manually — pick the client, add line items (description, quantity, unit, price), set invoice date, due date, tax rate and optional discount and late fee.
- From a project — one click builds a draft from everything used on the project: materials, equipment hours, approved/pending time entries and approved expenses.
Totals, taxes and balance due are computed automatically. Invoices start as drafts — nothing reaches the client until you send.
Sending
Section titled “Sending”Send emails the client a PDF plus a secure link where they can view the invoice online. If Stripe is connected, add a payment link so the client can pay by card — the payment is recorded automatically via webhook.
Status flow: draft → sent → viewed → partial → paid, with overdue, cancelled and refunded when applicable.
Recording payments
Section titled “Recording payments”Record payments of any method — cash, check, card, bank transfer, Stripe or other — with date, amount and reference. LedgerJob updates the amount paid, balance due and status (partial or paid); payments can’t exceed the balance due. Deleting a mistaken payment restores the balance.
Overdue handling
Section titled “Overdue handling”The Overdue view lists every invoice past its due date with an open balance. With reminders enabled, clients get automatic emails at 1, 3, 7, 14 and 30 days overdue (one per milestone — not daily spam).
Everything else
Section titled “Everything else”- Duplicate an invoice for repeat billing.
- PDF — branded document, same as the client receives.
- Public link — each invoice has a secure tokenized page; no client login needed.
- Payments received feed the dashboard’s monthly revenue and collection rate, and the profitability report.