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Customer record: Quick Links: Invoices & Payments

Covers the Invoices and Payments sections in Quick Links: invoice address format, adding invoice addresses, consolidated invoices, credit notes, cash allocations, account credit, and stored cards.

The Quick Links menu on a customer's page gives you access to a range of actions. This article covers the Invoices and Payments sections.

Invoices

Invoices are typically addressed to the main customer, but modifications may be necessary for specific situations, such as including a different name or address on the invoice PDF. The owner of the invoice remains the main customer, ensuring the invoice is accurately recorded in the correct customer account.

Invoice address format

➡️ Quick Links > Select Invoice settings

To set up invoice address format:

  1. Type your desired text or use the tagging feature to include specific address information.

  2. Save once the information is entered.

  • Use the tagging option within the settings to help ensure information is correct even if the customer record is edited later on.

  • Before sending any invoices to customers, preview the invoice PDF by selecting 'Print' to confirm that all details are correct.

For example, an estate agent might require the property landlord's name to be displayed with a 'care of' (c/o) notation:

[landlord_name] c/o [customer_name] [customer_address_line_1] [customer_address_line_2] [customer_address_line_3] [customer_town] [customer_county] [customer_postcode]

Any blank fields on the customer record will be skipped and not displayed on the invoice PDF.

Invoice addresses

➡️ Quick Links > Select Invoice settings

By default, an invoice is sent to the customer address. Additional invoice addresses allow invoices to be directed to alternative recipients, such as an insurance company.

Steps to add invoice address:

  1. Search for the address

  2. Select if exists or click Add new invoice address

  3. Fill in details

  4. Click Save invoice address.

Enable Existing Address

If a landlord is set up, it will appear on the left, and the work address will appear on the right. Click 'Edit' and select 'Enable' to set the address as an invoice address.

Managing an Invoice Address

To edit: ➡️ Click Edit > Amend > Save.

To delete: ➡️ Click Delete > Type Delete > Click Delete

Ensure the invoice address is not assigned to any active invoices before deleting it. Deleting an invoice address will remove it for all customers if it is assigned to multiple customers.

Consolidated invoices

➡️ Quick Links > Select Add New Consolidated Invoice

Consolidated invoicing allows you to combine multiple open jobs for a single customer into one invoice. Each job remains individually recorded in your system and will still appear as separate entries in your profit reports.

This feature is only available on our "Go Paperless" plan and above. If you wish to gather more information about this plan, please visit our pricing page.

  1. Add description for your invoice (invoice number is generated when the invoice is generated).

  2. Check or change the invoice date and the 'Payment due on' date.

  3. Add the business unit, user group and invoice notes as needed.

  4. A table lists all open jobs available to add. Use the filters to show only the jobs you want on this invoice.

  5. Required fields are marked with an asterisk. Enter values for 'Total price' if the column is blank, and select the correct invoice type for each job.

  6. Click 'Save'. To save as a draft, click into 'Advanced options'.

  7. Optionally send the invoice by email using the checkbox (only available if the customer has an email address saved).

  8. If you selected Final invoice, a confirmation dialog warns that future diary events on included jobs will be cancelled.

  9. The invoice appears in history with a marker indicating it contains multiple jobs.

  10. Clicking 'View' opens the consolidated invoice with a single invoice number showing all included jobs.

Viewing consolidated invoices

➡️ Customer record > History > Locate invoice > Click View

Invoice discrepancies / Small amounts on consolidated invoices

You may find small amounts or discrepancies within your consolidated invoices. This occurs when an engineer is on-site for a short amount of time, which adds a low labour charge to the invoice based on their sales rate.

A labour rate refers to the charge applied for an engineer’s labour outside of other pricing items. It is calculated by the set labour amount on a user multiplied by the time on-site. For example, a user on-site for 10 minutes may generate a small charge (e.g. £1.31) based on their sales rate in Company settings > Users. This amount can be edited to reflect what you would like to charge.

Small labour amount on consolidated invoice example

Credit notes

Adding a credit note ensures your financial records remain accurate and balances are correctly updated.

Adding a credit note to a Customer

➡️ Quick Links > Select Add New Credit Note

If you need to issue a credit note not tied to a specific job or invoice, you can add it directly to a customer profile.

Step 1: Fill Out Credit Note Details

  1. Enter a short description (e.g. "Labour reduction")

  2. Adjust the credit note date, if necessary

  3. Choose a breakdown style:

    • No breakdown

    • Breakdown by category

    • Full breakdown

Step 2: Save the Credit Note

  1. Click Save to finalise and apply the credit note.

Adding a credit note against an Invoice

If you need to issue a credit for an invoice — whether due to changes in the work, cancellations, or refunds — you can add a credit note directly from within the job or invoice.

Step 1: Locate the Invoice or Job

  1. Use the search bar to enter the invoice number or job number.

  2. Select the correct invoice or job from the results.

Step 2: Raise a Credit Note

  1. Click on Quick Links in the top-right of the invoice page.

  2. Under the Financial section, select Raise credit note.

Step 3: Complete Credit Note Details

  1. Fill out the Credit note details:

    • Add a short description (e.g. "Boiler install refund").

    • Add any additional customer-facing notes.

    • Adjust the credit note date (defaults to current date).

    • Select a breakdown style: No breakdown, Breakdown by category, Full breakdown, or Full breakdown by category.

Step 4: Add or Adjust Line Items

  1. In the Breakdown/Items section, enter the item(s) you are crediting. Use Enter to move across fields quickly; for drop-downs use arrow keys and Enter to select.

⚠️ The credit note will be pre-filled with invoice items by default — helpful when crediting the full amount.

Final Step: Save the Credit Note

  1. Click Save

  2. The credit note will now be issued and listed against the invoice record.

You can then download or email it to the customer if needed.

Payments

Cash allocations

➡️ Quick Links > Select Cash allocations

Cash allocations allows you to manage and assign received payments to specific invoices efficiently.

  1. Enter all required information (sections marked with an asterisk are mandatory) and click 'Add cash allocation' in the bottom right.

  2. To pay multiple invoices at once, select another invoice in the next row. You can only use one payment method per allocation.

  3. To part-pay an invoice, enter the exact amount the customer is paying in the 'Amount to allocate' column.

Account Credit

➡️ Quick Links > Select Account Credit

The Account Credit option allows businesses to apply a monetary credit to a customer's account, which can be used toward future invoices or outstanding balances.

  1. Review the credit date

  2. Provide any reference (Optional)

  3. Choose a payment method (e.g., cash, bank transfer)

  4. Choose the nominal account

  5. Enter the payment you want to credit

  6. Click 'Add Credit' to apply the credit to the customer's account.

  7. The credit will now appear under the customer's Account Credit section.

Stored cards

➡️ Quick Links > Select Stored cards

  1. Click on 'Add new card'

  2. Enter the name on card

  3. Provide the card number, expiry month and year

  4. Enter the CVC code

  5. Fill in the address

  6. Click 'Add card'.

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