Invoices and Payments

Overview

Owners and managers create an invoice from a job, adjust it, email it to the client, and either take payment online or record it by hand. Crew members do not see invoices. Invoices are on every plan, and the same actions are available in the mobile app (see Mobile Management App).

Creating an Invoice

Open a job and click Create invoice in its Invoices section. Jeero copies the job’s line items and its billable expenses onto a new draft, due 30 days out – you can change the due date and notes on the invoice. If the job already has an invoice, Jeero asks you to confirm before creating another.

Every invoice belongs to a job and has its own number, such as #0042. The Invoices list (under Sales) leads with it; click a row to open the invoice, and search by number or client name.

Editing Line Items

On the invoice, use Add item or the edit and delete icons on each line. Totals update as you go; tax is your company’s default tax rate applied to the taxable lines, and any deposit already collected on the job is subtracted. Tick Save to catalog when adding a service or part to reuse it later (see Catalog).

You can edit an invoice while it is Draft or Sent. A change to a sent invoice is not emailed on its own – send it again. Once the client has opened it (Viewed), it can no longer be edited or re-sent: void it and create a new one. The exception is an invoice with a payment on hold – see Failed and Held Payments.

Sending Invoices

Click Send to client. The client gets an email with your logo (uploaded on My Company) and a link to the invoice; the link works for 90 days. Your own email address must be verified, and the client needs an email address on file – without one, Jeero refuses to send.

Client-Facing Payment Page

The client’s page shows your logo, the line items, tax, any deposit applied, the amount due and due date, and the job’s before and after photos if there are any. The client can print it.

A Pay button appears once the invoice has been sent and your Stripe account is fully set up. The client pays the full amount by card through Stripe, the money goes to your Stripe account, and the invoice turns Paid. If you enable a payment method in Stripe that takes days to clear, such as a bank debit, the invoice turns Paid when the money arrives – until then the client sees that the payment is processing. Only the account owner can connect Stripe, from the Payments card on My Company – see Billing and Plans.

Online payments are optional. If a payment is later refunded or disputed in Stripe, the invoice stays Paid and shows what happened.

Failed and Held Payments

Failed bank payments. A bank debit that does not go through leaves the invoice unpaid and marked Payment failed with the date, until it is paid. You get a Payment Failed notification, and the client is emailed a link to pay again (unless Payment Failed is off under Client Notifications on My Company). While a bank payment is still on its way, the invoice shows Payment processing.

Payments on hold. A payment that cannot be applied – the total changed in the seconds before the client paid, the invoice was voided, or it was already paid – is recorded but not applied, and the invoice is marked Payment on hold. You get a Payment Needs Attention notification. While on hold, the client sees that their payment was received and that you will be in touch, and cannot pay online. The invoice page shows what was received and what is still owed. To clear the hold:

• Refund it in full from your Stripe dashboard – the hold ends when the refund arrives. A partial refund keeps it.
• Correct the amount – edit the invoice until its total equals the payment received. The payment is applied and the invoice marked Paid. An invoice on hold can be edited even after the client has opened it.
• Release hold – the client can pay online again. The payment stays on record, neither refunded nor applied.

A quote deposit that cannot be applied is held the same way, on the quote; refund it or release the hold.

Invoice Statuses

Two badges can appear next to the status, and both are filters on the Invoices list:

• Overdue – a Sent invoice past its due date. Owners and managers are also notified about unpaid invoices past due, at most once every 7 days per invoice.
• Not delivered – an automatically issued invoice whose client has no email address. Add the email and send again, or print the invoice.

Only Sent or Viewed invoices can be voided (Void); a paid invoice cannot. A Draft can be deleted instead (Delete).

Syncing Expenses

Billable expenses on the job are added as line items when the invoice is created. If more are flagged billable afterwards, a draft invoice shows a notice with an Add to invoice button. This works on drafts only – after sending, add the line by hand. See Expenses.

Invoice Mode

The Invoice mode field on a job decides what happens when the job is completed:

• Inherit from client (default) – follows the client: Monthly batch if the client’s Billing type is Monthly; otherwise Auto-send on completion if the client’s Auto-send invoices on job completion box is ticked (it is by default), and Manual if not.
• Auto-send on completion – Jeero creates the invoice and sends it to the client.
• Manual – nothing is created; you create and send the invoice from the job.
• Monthly batch – the job is not invoiced on completion; it goes on the client’s next monthly invoice. See Monthly Billing.

Auto-Invoicing

With Auto-send on completion, completing the job creates the invoice and emails it straight away. Three exceptions:

• If the job has expenses awaiting approval, the invoice waits. It is created and sent when the last of them is approved.
• If the job already has an invoice that is not voided, such as a draft you created yourself, no second one is created.
• If the client has no email address, the invoice is still issued as Sent but flagged Not delivered, and you get a notification.

Monthly Billing

Monthly batch jobs accumulate after they are completed. On the client’s Monthly invoice day, Jeero puts every job finished before that day on one invoice and emails it to the client. A job finished on the invoice day itself goes on the next month’s invoice.

• Set the day on the client, with Billing type set to Monthly. A job set to Monthly batch for a Per job client is invoiced on the 1st.
• Each line on the invoice starts with the date the job was finished and the job’s number, so the client can tell the visits apart.
• Deposits collected on any of the jobs are deducted from the total.
• The client’s email says how many visits the invoice covers and their dates. The page it opens lists every visit and shows up to 8 of each visit’s before and after photos under its date and job number. The address appears once when all visits were at one property, and with each visit when they were not.
• In the invoices list the Job column shows the number of visits and their dates; the invoice page links every job. Notifications name the invoice by its number and visit count instead of one job, and the client’s text message gives the visit count.
• The invoice appears on the job page of every job it covers, and those jobs count as invoiced: they cannot be cancelled or deleted while it stands.
• A job with expenses awaiting approval is held back. It is invoiced within a day of the last one being approved.
• A job that already has an invoice – draft, sent, paid or voided – is left out. Delete the draft and the job goes on the next monthly invoice. Voiding an invoice does not send a new one; invoice those jobs yourself.
• If the client has no email address, the invoice is flagged Not delivered and you get a notification.
• Monthly invoices are not sent while your trial has ended without a plan or your subscription has lapsed. They catch up once the account is active again.

Marking an Invoice as Paid Manually

For cash, check, or bank transfer, open a Sent or Viewed invoice and click Mark as paid. A draft has to be sent first. Jeero charges nothing for payments you record this way.

You are notified when an invoice is paid – see Notifications.