Invoices are vital in every business workflow. In PoolTrackr, we aim to provide an intuitive way to manage and organise billing transactions after a job is completed and make way for a more efficient workflow, letting you focus on what matters most – your business.

Generating Invoices

Normal Invoice

A job can be completed but you can opt to generate an invoice later on. You will see the completed jobs that do not have any invoices yet under the Jobs to Invoice page. Depending on your workflow, you can also invoice the job on the set of completion. 

Once you are ready to invoice a job, click on the Action button at the top-right corner of the job details page and select Preview & Send.

On the Job invoice page, you can configure the invoice according to your preference. Click on the Action button at the top-right portion of the page and select if you want to Send or Mark as Invoiced. Learn about the difference between the two here: [Insert link] 

Batch Invoice

individuallyBatch invoicing is used if you or your customer prefer to have multiple jobs still be invoiced individually but would like to have them in a single consolidated invoice and send them in one go. 

To enable batch billing for a certain contact, you may follow the steps provided in this guide: Setting up Batch Invoicing

Difference between Send and Mark as Invoiced 

These two options will be available as Action items when invoicing a job for a contact that has Email as comms preference. However, if 'do not send' is selected, only the Mark as Invoiced option will be shown. 

To change this, the Edit Contact option is available within the Job Invoice page. Click on the pencil icon to make changes to the contact without having to exit the page entirely.

Mark as Invoiced - If you select the 'Mark as invoiced' action, the invoice will be generated but the email will not be sent to the customer. On the Invoices page, it will show as 'Not Sent' under 

Send - Clicking this option will send an email containing the PDF version of the invoice and the job sheet (depending on the global invoice settings [insert a link to the invoice settings article]. On the Invoices page, the email column will show a paper plane icon indicating that the email was sent. 

Whether you choose the 'Send' button or the 'Mark as Invoiced' button, your invoice will be exported to Lightspeed or Xero if you have integration with either of them.

Invoices page

This is where you can find the list of the generated invoices including those intended for batching. 

Learn more about the invoices page here  > > > Invoice list

Batch Queue 

This is where you can see the invoices ready to be batched. They are grouped per customer. To know more about the Batch Queue page and how to create a batch invoice, check out this article: Batch Queue

Batch Invoices List 

As soon as the invoice is batched, the consolidated invoice will show in the Batch invoices list. For more detailed information about the Batch invoices list, head over to Batch Invoices.