Billing - Elements of an Invoice

Watch the video or scroll down for step-by-step instructions.

Tiers: All

Tiers: All

Permissions: Can view invoices

The invoice details page shows everything about a single invoice: its status, the customer and service locations it covers, what you're billing for, and what's still owed. From this page, you can also edit the invoice, record a payment, print it, and more.

To learn more about the invoices list, including its tabs and filters, see Billing - How to manage invoices.

Open an invoice

  1. From the left navigation, click the Invoice option in the Billing section.
  2. Find the invoice you want to view.
  3. On the invoice's row, click the view icon (eye) or the invoice number.
    The invoice details page opens.

Invoice header

The top of the invoice shows its number, status, dates, and current balance

Element What it shows
Invoice number The next available number in your invoice sequence. You can set the next invoice number in invoicing settings.
Invoice status Where the invoice is in the billing process:
  • Draft - created but not sent.
  • Sent - sent to the customer.
  • Partial paid - the customer has paid part of the invoice.
  • Paid - paid in full.
  • Overdue - the due date has passed and a balance remains.
  • Voided - canceled.
Amount due The balance still owed on this invoice.
Invoice date Defaults to the date you created the invoice. You can change it. For example, if you create an invoice today but want it dated tomorrow, edit the invoice date.
Due date When the customer's payment is due. You can set a default due date in invoicing settings so you don't have to pick one on every invoice.

Customer and service locations

Below the header, you see the customer's name and billing address. Under that is the service location, where the work actually happened.

  • If the customer has more than one service location, every location that received service during the billing period appears here. Each location lists the goods and services billed for it.
  • The tax rate appears on the same line as each service location. It's the combined rate of the tax group assigned to that location. Tax rates show per location because different addresses can fall under different tax codes.
  • If a service location doesn't have a tax group assigned, the rate shows as 0%.
  • To set up tax groups and assign them to service locations, see Billing - Tax settings.

Line items

Line items are what you're billing for. They include weekly service, work orders, installed items, chemical dosages, and any other billable sale or action a tech completes in the field with the Skimmer app. You can also add a free-form line item for anything else.

Each line item can include an item name, description, quantity, rate, taxable status, and amount.

Note: The amount on each line item doesn't include tax. To see the tax calculated for the invoice, scroll to the bottom and look between the subtotal and the total.

Invoice message

The invoice message goes to the customer along with the invoice. It starts with the default invoice message from your invoicing settings. You can edit the message on a single invoice before you send it. Changes here don't affect your default message.

Totals

Line What it shows
Subtotal The sum of all line item amounts.
Tax The total tax calculated for the invoice.
Total The subtotal plus tax.
Payments The amount paid so far. This line appears only after a payment is recorded.
Amount due The balance still owed.

Invoice actions

Use the links at the top of the invoice details page to work with the invoice: Send invoice, Edit, and More.  

Click More to open a menu with these options:

  • Mark As Paid - marks the invoice as paid.
  • Mark As Sent - changes the invoice status to Sent without emailing it. This option doesn't appear on every invoice.
    Note: If the customer is on AutoPay, marking an invoice as sent triggers AutoPay, just as if you'd emailed the invoice.
  • Preview - shows the invoice as your customer sees it.
  • Print - opens a printable version of the invoice. It uses the same layout as the PDF attached to invoice emails, and long notes print in full. To print several invoices at once, see Billing - How to Manage Invoices.
  • Void - cancels the invoice and sets its status to Voided. To void an invoice, you need the Can void invoice permission. 
  • Delete -removes the invoice. To delete an invoice, you need Can delete invoice permission.

Edit an invoice

Permission: Can create/edit invoice

You can edit an invoice as long as it isn't paid.

  1. Open the invoice.
  2. Click Edit.
  3. Update the invoice date, due date, message, or line items as needed.
  4. Save your changes:
    • To save only, click Save.
    • To save and do more, click the arrow next to Save, then choose the Save & Send or Save & Mark As Sent option.

Resend an invoice

To resend a single invoice, use Send invoice on the invoice details page or on the invoice's row in the invoices list.

Note: If a customer doesn't have an email address on file, an alert icon appears on their invoice row. You can mark the invoice as sent, but you can't email it until you add an email address to the customer's account.

  1. From the left navigation, click the Invoice option in the Billing section.
  2. Open the invoice.
  3. Click Send invoice.
  4. From the Send Invoice window, you can review and update email details.
    Note: The {NUMBER} placeholder in the subject is replaced with each invoice's number.
  5. Click Send.

To print a single invoice, print it from the invoice's details page. To print one or more invoices at once, print them from the invoices list.

  1. Open the invoice.
  2. Click More.
  3. Click Print.
    A PDF of the invoice opens in your browser.
  4. Click your browser's print button to print the invoice. To save a copy instead, click the download button.

Add a payment

Use the Payments box on the right side of the invoice to record a payment you received outside of Skimmer.

  1. In the Payments box, click Add.
  2. From the Add Payment for Invoice window, add the payment details. The window title shows the invoice number, so you know which invoice you're applying the payment to.
  3. Enter the payment details.
  4. Click Add payment.

    The payment details appear in the Payments box. On the invoice, a Payments line appears between the total and amount due, and the amount due updates.
Note: If you made a mistake, click More next to the payment to edit or delete it, or to process a refund. Deleting a payment is permanent and can't be undone. Each payment also shows its status, such as Succeeded. To learn more, see Billing - How to manage payments and Billing - How to refund a payment.

Outstanding customer invoices

The Outstanding customer invoices box shows this customer's other unpaid invoices. For each one, you see the due date, amount due, status, and invoice number. Click an invoice number to open that invoice.