Invoice Management

CleanOps makes it easy to create professional invoices and get paid faster.

Table of Contents

• Creating an Invoice
  • 1. From a Completed Job
  • 2. From a Quote
  • 3. Manual Creation
• Invoice Details
• Sending Invoices
  • Email Delivery
  • Download PDF
• Payment Tracking
  • Payment Statuses
  • Recording Payments
• Online Payments
  • Setting Up Stripe
• Recurring Invoices
• Best Practices
  • 1. Send Promptly
  • 2. Clear Payment Terms
  • 3. Follow Up
  • 4. Professional Appearance
  • 5. Multiple Payment Options

Creating an Invoice

There are three ways to create an invoice:

1. From a Completed Job

The easiest method:

1. Navigate to Jobs or Scheduler
2. Find the completed job
3. Click Create Invoice
4. Review the auto-populated details
5. Send to customer

2. From a Quote

Convert an approved quote directly:

1. Open the quote
2. Click Convert to Invoice
3. Verify line items and pricing
4. Save and send

3. Manual Creation

For one-off invoices:

1. Go to Invoices > New Invoice
2. Select customer
3. Add line items manually
4. Set payment terms
5. Save

Invoice Details

Every invoice includes:

• Invoice Number: Auto-generated unique identifier
• Issue Date: When the invoice was created
• Due Date: Payment deadline
• Line Items: Services performed with quantities and prices
• Subtotal: Sum of all line items
• Tax: Calculated based on your settings
• Total: Final amount due

Sending Invoices

Email Delivery

Click Send Invoice to email it directly to the customer. The email includes:

• PDF attachment of the invoice
• Payment link (if online payments enabled)
• Your contact information

Download PDF

You can also download a PDF copy to print and mail, attach to other communications, or keep for your records.

Payment Tracking

Payment Statuses

Invoices can have the following statuses:

• Draft: Invoice created but not sent
• Sent: Invoice delivered to customer
• Partial: Partially paid
• Paid: Fully paid
• Overdue: Past due date without payment

Recording Payments

When a customer pays:

1. Open the invoice
2. Click Record Payment
3. Enter payment details (amount, method, date, reference)
4. Save

For partial payments, you can record multiple payments until the invoice is fully paid.

Online Payments

If you’ve enabled Stripe integration:

• Customers receive a Pay Now link in invoice emails
• They can pay securely with credit/debit card
• Payments are automatically recorded
• You receive instant notifications

Setting Up Stripe

1. Go to Settings > Payments
2. Click Connect Stripe
3. Follow the setup wizard
4. Once connected, all new invoices will include payment links

Recurring Invoices

For customers on regular service plans:

1. Create an invoice as usual
2. Check Make Recurring
3. Set frequency (monthly, quarterly, etc.)
4. Choose start and end dates

CleanOps will automatically generate and send invoices on schedule.

Best Practices

1. Send Promptly

Send invoices immediately after job completion for faster payment.

2. Clear Payment Terms

State payment terms clearly on every invoice (e.g., “Net 30”, “Due upon receipt”).

3. Follow Up

Set reminders to follow up on overdue invoices after 7 days.

4. Professional Appearance

Use your logo and branded templates for a professional look.

5. Multiple Payment Options

Offer various payment methods to make it easy for customers to pay.