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Send an invoice

Turn a finished job into an invoice and email it to your customer so they can view it and pay.

An invoice is the bill you send after the work is done. Utopia emails it from your business, with a button your customer taps to see it and pay.

Before you start

  • Only owners, admins and managers can send invoices.
  • The customer needs an email address. Utopia sends invoices by email.

Steps

  1. Go to Invoices in the sidebar. On a phone, tap More, then Invoices.
  2. Tap Ready to invoice. This lists finished jobs that don't have an invoice yet.
  3. Find the job and tap Create invoice. The customer, services, fees and any deposit already paid are filled in for you.
  4. Check the items and prices. Change anything that's different.
  5. Tap Review invoice.
  6. Check who it's for and the amount, then tap Send invoice. Utopia saves the invoice and opens it.
  7. In the Send invoice box, check the email address under To. Add a note under Message if you like.
  8. Tap Send.

The invoice now shows as Sent, and its History says who it was emailed to. If the customer has a phone number, they also get a text with the link to pay (see Text your customers).

Other ways to start an invoice

  • On the job itself: open the job, tap the ⋯ menu, then Send invoice.
  • On the Invoices page: tap New invoice. Pick From a job to choose any job, or From scratch to bill a customer for anything you type in.

Gave them the bill yourself?

If you handed over a paper bill or texted it from your own phone, open the invoice and tap Mark as sent. Utopia then counts it as owed, and you can record payments on it. See Take a payment.

Didn't work?

The Send button is grayed out

Check the address under To. It must be a full email address, like name@example.com.

My customer says they never got it

Ask them to check their spam folder. Then open the invoice and tap Re-send. More tips are in My customer didn't get the invoice.

The job isn't under Ready to invoice

Only finished jobs show there. Finish the job first, or tap New invoice, then From a job, which lists every job.

The email doesn't have a pay button

Your customer can only pay by card online once you connect Stripe or connect Square. Until then the email lets them view the invoice only.

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