Create, send, and collect on invoices

Owners, administrators, and dispatchers can create, issue, share, and collect on invoices.

Create an invoice

1. Open Invoices at /invoices. Select Create invoice, or From approved estimate to start from an accepted estimate. /jobs/unbilled lists finished jobs that have no invoice yet.
2. Choose the customer and service address, describe the work, and add lines with Fill from price book or Add a service or item.
3. Set a due date under Draft details.
4. Select Save invoice.

Issue and share it

1. On the saved invoice, select Issue invoice. It needs a due date and saved changes.
2. If card payments are set up, you see Invoice issued with payment link, and the customer can pay the full balance from the link. If not, the invoice is issued without one.
3. Issuing sends nothing. Copy the private link, or select Text link to customer and then Send text.
4. Need the payment link again? An active payment link stays on the invoice: use Copy payment link. Links made before this change can be replaced with Create a new payment link; use Replace invoice link for the invoice viewing link.

Card payment setup is at /settings/payments/setup.

Collect payment

• Card payments made through the link update the invoice balance on their own.
• For cash or check, select Record cash or check on the invoice, or open Receive a payment at /money/record. You can enter a partial amount.
• All payments show on /money.
• Explain collections on the invoice opens Operator with this invoice selected so you can ask about its collections (owners and administrators).

Void or lower what is owed

• Adjust amount owed lowers the balance for a discount, goodwill, or billing correction. No money is refunded, and it needs Trades Operator accounting set up (if QuickBooks keeps your books, record the credit there).
• Void invoice cancels an invoice that should never have been owed. It stays in your records with a VOID stamp and cannot be undone.

To add more work to an issued invoice, see the progressive invoicing article.

If it is not working

• Add a due date or Save your changes first: fix these before issuing.
• Payments aren't set up, so this invoice will go out without a payment link: the owner finishes payment setup.
• Invoice issue not confirmed or Payment link not confirmed: select Try again.
• Customer lost the invoice link: select Replace invoice link. Invoice links do not expire; a replaced link stops working.
• Collection paused for dispute: see the payment disputes article.

Open this in Trades Operator

Last updated 2026-10-09. Questions? Email support@tradesoperator.com.