INVOICE WITHOUT TYPING THE JOB OUT AGAIN

You quoted it. Why type it twice?

Every other bit of software starts at the job, so by the time you come to invoice, it has never seen your quote. You end up copying your own numbers from one screen into another, at nine at night, hoping you have not fat-fingered a nought. We start at the quote, so we already hold the price, the lines, the VAT position and the payment schedule your customer agreed to.

What you get

Everything below comes off the quote you already sent. You are never asked to type a figure.

It bills the schedule she already agreed to

If the quote said 50% deposit and 50% on completion, that is exactly what you can invoice, one at a time. Inventing a different split after she has agreed to one is the fastest way to start an argument, so we do not offer it.

Numbered in order, automatically

Invoice numbers have to be unique and run in sequence. That is the law, not a nicety. Yours come from the server, so raising one on your phone and one on the laptop at the same time cannot give you two INV-0007s.

The VAT always reconciles

The net, the VAT and the gross are worked backwards out of the figure your customer agreed to, and the VAT is derived by subtraction. The three numbers add up every time, and the total matches her quote to the penny.

Frozen the moment you raise it

Your trading name, your address, her details, the lines and the money are all copied onto the invoice when you issue it. Change your business name next year and the invoice she is holding still says what it said. That is what makes it a record rather than a screen.

She reads it on her phone, and you know when

No attachment to open. She gets a link that works on any phone, with a Save or print button for her records. You see the moment she opens it, same as you do on a quote.

A PDF for your books

One tap and you have the file: unique number, both addresses, the date, the work, and the net, VAT and gross split out with your VAT number. What your accountant asks for, without you assembling it.

Overdue first, never newest first

Your invoice list is ordered by what needs chasing. A date sort buries the one that is three weeks late under three you sent this morning.

Your bank details, on every one

Account name, sort code and account number, with the invoice number as the reference so you can match the payment off your statement. She pays you directly, so no card fee comes out of your work.

Invoicing: frequently asked questions

Does it replace my accounting software?

No, and it is not trying to. We do quoting, running the job and invoicing. That is where you were typing the same job into two places. We do not do payroll, VAT returns or bank reconciliation, so if you file through an accountant or Xero, carry on as you are. The difference is that the invoice is already written by the time it reaches them.

Can I invoice a deposit before I start?

Yes, if the quote had a payment schedule on it. Deposit, stage payments and the final balance are each invoiced separately, in the order your customer agreed to when she accepted the quote. If there was no schedule, you invoice the job in one go.

What about VAT?

If you charge VAT, the invoice shows the net, the VAT amount and the gross separately, with your VAT number. That is what HMRC asks for and what a customer reclaiming VAT needs. If you are not VAT registered, none of it appears.

What if the job changed after I quoted it?

Extra work gets priced and agreed separately, then billed as its own line. It is never folded into your final payment. Quietly inflating a figure she already agreed to is exactly the surprise that gets an invoice disputed.

Can my customer pay by card?

Not through us. Your bank details are on the invoice and she pays you by transfer, which is how this trade actually gets paid and costs neither of you a percentage. The invoice number doubles as her reference, so you can match the payment to the job off your statement.