Invoices

Invoices let you bill clients for completed work with itemized line items, a due date, and built-in payment links. Invoices can be created manually or auto-generated when a quote is accepted.

Quotes vs Invoices

Both documents share a similar line-item structure but serve different purposes in the job workflow:

	Quote	Invoice
Purpose	Estimate sent for approval before work begins	Bill sent after work is done
Client action	Accept or decline (with optional e-signature)	Pay
Payment	Optional deposit on acceptance	Full balance via payment links
Status flow	Draft → Sent → Accepted / Declined	Draft → Sent → Paid
Typical order	Step 1	Step 2 (can auto-create from accepted quote)

When a client accepts a quote, Servelo can automatically create a draft invoice pre-filled with the same line items. Any deposit paid on the quote is deducted from the invoice total. You review and send the invoice when the job is complete.

Creating an invoice

There are three ways to create an invoice:

• From a ticket: open a ticket and click Create Invoice in the right panel. The client and ticket are pre-filled.
• From the Invoices list: click New Invoice from the main Invoices page.
• Auto-created from a quote: when a client accepts a quote, a draft invoice is automatically created with the same line items, ready to review and send. If a deposit was paid on the quote, it is automatically deducted from the invoice total.

Line items

An invoice is built from individual line items. Each item has:

• Description: what was done or provided
• Quantity: how many units
• Unit price: price per unit
• Total: calculated automatically (quantity × unit price)

Line items can be reordered by dragging. The invoice total updates in real time as you edit.

AI line item suggestions

Click AI Suggest to automatically generate line items based on the ticket description and any attached photos. When a ticket is linked, the AI analyzes the full service context. When no ticket is linked, you can describe the work manually and the AI will suggest relevant items.

Suggested items appear in a panel where you can select which ones to add. Each suggestion includes a description, quantity, and price.

Sending an invoice

1. Build the invoice and review line items and total
2. Set a due date (optional but recommended for automatic reminders)
3. Add any notes to appear at the bottom of the invoice
4. Click Send Invoice. The client receives an email with the full invoice contents and payment links
5. The email includes Pay Now buttons for any payment methods you have configured (Venmo, PayPal, Square)

Before sending, you can check Send me a copy in the send dialog. When checked, a copy of the invoice email (including the PDF attachment) is sent to your account's email address at the same time the client receives theirs. A confirmation toast confirms whether the copy was delivered.

Setting up payment methods

Before your invoices can include payment buttons, you need to configure at least one payment handle. This is a one-time setup in Invoices > Settings > Payment Links (admin only).

Servelo supports three payment methods:

Method	What to enter	How to find it
Venmo	Your @username (e.g. @yourbusiness)	Open the Venmo app, tap your profile icon. Your @username appears below your name.
PayPal	Your full paypal.me URL (e.g. paypal.me/yourbusiness)	Visit paypal.com/paypalme to create or find your link.
Square	A "buyer enters amount" Square payment link (e.g. https://square.link/u/...)	In Square Dashboard, go to Payments > Payment Links, create a new link with Buyer sets the amount, and copy the URL.

Once saved, Servelo automatically builds prefilled payment links using the exact invoice amount and attaches them to every invoice email and automatic reminder. Customers see a Pay Now button for each configured method.

Invoice statuses

Status	Meaning
Draft	Created but not yet sent. Only visible to your team.
Sent	Emailed to the client, awaiting payment.
Paid	Marked paid either manually by your team, or automatically when a Square payment completes.
Void	Cancelled. No longer collectible.

Client viewed indicator

When a client opens their invoice in the customer portal, Servelo records the timestamp automatically. Two places surface this:

• Invoice list: a "Viewed [date]" note appears beneath the status badge for any sent invoice the client has opened.
• Invoice detail page: the sidebar shows "Opened by client: [date]" under the Dates section, and the header banner also displays it.

A browser push notification is also sent to your team the first time a client opens each invoice — useful for knowing when to follow up on payment.

Square payment link (invoice-specific)

Servelo supports two distinct ways to accept card payments via Square. Understanding the difference is important for how you handle each job.

Generic Square link vs. invoice-specific link

	Generic link (Settings)	Invoice-specific link
Where it comes from	You create it manually in Square Dashboard and paste it into Servelo under Invoices > Settings > Payment Links	Servelo creates it for you by clicking Generate Card Link inside an invoice
Amount shown to customer	None. Customer enters whatever amount they want	Preset to the exact invoice total. Customer cannot change it
Tips	Customer can pay any amount, including a tip	Amount is fixed. No tip possible via this link
Auto-marks invoice paid	No. Servelo can't match an untracked payment to an invoice. You receive a push notification but must mark the invoice paid manually	Yes. Invoice is automatically marked paid the moment Square confirms payment
Appears in invoice emails	Yes, as a fallback "Pay by Card" button if no invoice-specific link exists	Yes, replaces the generic button once generated
Best for	Walk-in or ad-hoc payments where you want flexibility, or when a tip is expected	Any invoice where you want the exact amount enforced and zero manual follow-up

How to generate an invoice-specific link

1. Open an invoice in Servelo
2. In the right sidebar, under Payment Options, click Generate Card Link
3. Servelo creates a Square Order for the invoice total and returns a checkout URL
4. The link is saved on the invoice. A Pay by Card button now appears in the sidebar for you to copy or preview
5. If you send (or re-send) the invoice after generating the link, the email will include this preset-amount checkout button instead of the generic one

Regenerating a link

If the invoice total changes after generating a link, click the ↺ button next to the existing link to regenerate it. A new Square Order is created for the updated total and the old link becomes inactive.

Tips and invoice-specific links

Invoice-specific links lock the amount to the invoice total. If you want to give a customer the option to tip, share the generic Square link (from Settings) instead and manually mark the invoice paid afterward. If you receive a payment via the generic link, Servelo sends you a push notification with the payment amount so you can find the right invoice and mark it paid.

Automatic mark-paid (Square)

When a customer pays via an invoice-specific Square link (see Square payment link), Servelo marks the invoice paid automatically with no manual step needed.

How it works:

• When you generate a card link, Servelo creates a Square Order tied to that invoice.
• When the customer completes payment, Square fires a payment.updated webhook to Servelo.
• Servelo matches the webhook's order_id to the invoice and sets its status to Paid.

If payment arrives via the generic Square link (no order ID), Servelo cannot automatically match it to an invoice. Instead, your team receives a push notification with the payment amount and a link to the Invoices list to mark the correct invoice paid manually.

Requirements: Square must be connected under Settings > Integrations. Venmo and PayPal payments always require manual mark-paid since those providers do not send signed payment webhooks.

Automatic payment reminders

Servelo can automatically email clients reminders about unpaid invoices. Reminders are sent once per invoice per rule and stop as soon as the invoice is marked paid.

Configure which reminders to send under Settings > Invoices > Automatic Reminders. Available triggers:

• 3 days before due date
• 1 day before due date
• On the due date
• 3 days after due date (overdue)
• 7 days after due date (overdue)
• 14 days after due date (overdue)

Invoice PDF

Every invoice has a Download PDF option that generates a branded PDF with your company name, logo, contact details, billed-to information, all line items, and totals. The PDF is generated on demand.

Email content

When you send an invoice, the email body includes the full invoice contents inline, no need for the client to click through to a PDF just to see the total. The email shows:

• Billed To (client name and email)
• Invoice number and due date
• All line items with descriptions, quantities, unit prices, and totals
• Subtotal, tax (if applicable), and total due
• Any notes
• Payment buttons for each configured payment method

Quote to invoice

When a client accepts a quote, Servelo automatically creates a draft invoice pre-populated with the same line items, title, and notes. The invoice is linked to the same ticket and client. Your team receives an email notification with a link to review and send the invoice.

This eliminates manual re-entry, the quote acceptance flow creates a complete, ready-to-send invoice in one step.

Exporting invoices

Click Export on the Invoices list page to download all visible invoices as a CSV. The export includes invoice number, title, client, status, amount, due date, and sent date. Filter by status or date before exporting to get a specific period.

Who can do what

Action	Admin	Technician	Viewer
Create invoice	Yes	Yes	No
Edit invoice	Yes	Yes	No
Send invoice	Yes	Yes	No
Mark as paid	Yes	Yes	No
Download PDF	Yes	Yes	Yes
Void invoice	Yes	No	No
View invoices	Yes	Yes	Yes

Related tickets and quotes

The InvoiceBuilder shows a related-links bar at the top when the invoice is linked to a ticket or originated from a quote. Click any link to jump directly to that record. On the Invoices list page, the Linked Ticket and Quote columns are also clickable for quick navigation.

Recurring invoice plans

Recurring plans automatically generate and optionally send invoices on a repeating schedule. Manage plans under Invoices > Recurring (admin only).

Each plan defines:

• Client: who receives the invoices
• Title and line items: the invoice template, with optional discount and tax
• Frequency: weekly, monthly, quarterly, annually, or a custom day interval
• Fixed day: optionally pin invoices to a specific day of the month (e.g. always the 1st)
• Due days: how many days after creation the invoice is due
• Auto-send: when enabled, invoices are emailed to the client automatically. When off, they are created as drafts for your review
• Start and end dates: control when the plan runs. Leave end date blank for an ongoing plan

You can pause a plan (toggle Active off), edit it at any time, or trigger the next invoice immediately with Run now.

Invoice settings

Invoice-specific settings are under Invoices > Settings (admin only):

• Payment Links: your Venmo @handle, PayPal.me URL, and Square payment link. These appear as Pay Now buttons in every invoice email. Invoices sent without any handles configured will not include payment buttons. See Setting up payment methods for step-by-step instructions.
• Automatic Reminders: choose which reminder schedule applies to unpaid invoices. Reminders also include your payment buttons if configured.

Processing Fees (rate % + flat $ per payment method) are configured under Settings > General > Processing Fees, since they apply to ticket close as well as invoices. See Processing Fees in Settings.