Invoices and Payments

CleanEstimate Pro handles invoicing from creation through payment. Customers pay online through Stripe. You track everything from one screen.

Navigate to Admin > Invoices to view all invoices.

Invoice List

The Invoices page shows all invoices in a filterable table. Use the status filter to view:

Creating an Invoice

Auto-Generated from a Completed Job

When you mark a job as Completed, CleanEstimate Pro can generate an invoice automatically. The invoice pulls in:

• Customer name and contact info
• Services performed and their prices
• Tax rates from your settings

No manual entry needed. Review the draft and send it.

Created Manually

1. Click + New Invoice on the Invoices page.
2. Select a customer.
3. Add line items with descriptions, quantities, and prices.
4. Set the tax rate.
5. Add any notes or terms.
6. Click Save as Draft.

Invoice Detail

Open any invoice to see its full detail:

• Line items: Each service or product with quantity, unit price, and line total.
• Subtotal: Sum of all line items before tax.
• Tax: Calculated from your configured tax rate.
• Total: The amount the customer owes.
• Payment history: A log of payment attempts and completions.
• Customer info: Name, email, phone, and address.

Sending an Invoice

You can send invoices two ways:

By Email

1. Open the invoice.
2. Click Send Invoice.
3. Choose Email.
4. Review the email preview.
5. Click Send.

The customer receives an email with the invoice details and a Pay Now button.

By SMS

1. Open the invoice.
2. Click Send Invoice.
3. Choose SMS.
4. Click Send.

The customer receives a text message with a link to view and pay the invoice.

Online Payments with Stripe

When a customer clicks the payment link in their email or SMS, they are taken to a secure Stripe checkout page. The customer enters their payment method and completes the transaction.

Once payment is confirmed:

• The invoice status updates to Paid automatically.
• A payment record is added to the invoice's payment history.
• You receive a notification.

You must connect your Stripe account in Settings before accepting online payments. See the Stripe integration guide for setup instructions.

Tracking Overdue Invoices

Invoices past their due date are marked as Overdue and highlighted in the invoice list. To follow up:

1. Filter the invoice list by Overdue status.
2. Open an overdue invoice.
3. Click Send Reminder to resend the invoice with a reminder message.

Review overdue invoices regularly to keep your cash flow healthy.

Updating Invoice Status

You can manually update an invoice's status at any time:

• Mark a Draft as Sent after sending it outside the system.
• Mark a Sent invoice as Paid if the customer paid by check or cash.
• Mark any invoice as Cancelled to void it.

Click the status dropdown on the invoice detail page to make changes.

Next Steps

• Set up Stripe to accept online payments. See the Stripe settings guide.
• Learn about managing jobs that generate invoices.