The invoices list

Invoices live on the Finance page, under the Invoices tab, alongside Estimates. Each row shows the reference, customer, linked job, status, total and due date, with a "View" button through to the full invoice. Search by reference or customer, filter by status (Draft, Sent, Paid, Cancelled), and choose how many results to show per page.

Creating an invoice

"New invoice" opens a form with:

• Job: search for and select the job you're invoicing. Unlike estimates, every invoice must be linked to a job, and the customer is taken from that job automatically. Once picked, the job's labour, material and travel cost show as a reference so your invoice total covers them.
• Invoice date: defaults to today, but can be backdated if you're catching up on paperwork, for example logging a batch of invoices once or twice a week rather than as each job finishes. Your due date is worked out from this date using your payment terms (set in Settings, under Invoicing), not from when you actually save the invoice.
• Line items: add as many rows as you need, each with a description, quantity, price and VAT rate. The VAT rate field only appears if the "VAT registered" toggle is switched on under Settings, in the Invoicing tab. A line total and an overall subtotal, discount, VAT total and invoice total are all calculated for you as you go.
• Notes and an optional discount, either a fixed amount or a percentage.

"Save as draft" keeps it internal until you're ready, or "Create & send" emails it to the customer straight away.

Invoice status

An invoice moves through Draft, Sent, Paid and Cancelled. A draft can be marked as sent or edited. Once sent, mark it paid once the customer settles up, or resend it if they need another copy. Any invoice that isn't paid or already cancelled can be cancelled.

If a customer will never pay, "Write off" is usually the better option over cancelling. It keeps the invoice on record as work that was genuinely done and correctly billed, while removing it from what you're still owed and from your outstanding totals in Reports. Cancelled is for invoices that shouldn't have gone out in the first place.

Resending with a custom message

"Resend" opens a form with a toggle between two message templates, Overdue and Reminder, it automatically starts on Overdue if the invoice is already overdue, or Reminder otherwise. Each toggle fills the message box with a suggested default, mentioning the invoice reference and amount, but you can edit it freely, or replace it entirely, before sending. Switching the toggle resets the box back to that template's default, so make your edits after picking the one you want. Nothing is saved beyond that email, resend as many times as you like with whatever wording fits.

The invoice page

Shows the reference, status, customer, invoice date, due date and who created it, plus a "Download PDF" button. Below that, the line items, totals, any documents attached, notes, and a status history log of every change made and by whom. Editing reuses the same line items, notes and discount layout as the create form.

Credit notes

If a customer disputes an invoice, for example querying part of the work or a charge, raise a credit note against it rather than editing the original invoice. A credit note reduces what's owed without touching the invoice itself, so there's always a clear record of what was originally billed and what was later credited.

From a sent or paid invoice, click "Raise credit note" and add the line items being credited, with an optional reason. The invoice page then shows a Credited amount and a recalculated Balance due, and each credit note can be downloaded as its own PDF, its total also shows on the invoice PDF itself. A credit note can't exceed the invoice's remaining balance. If it turns out the customer owes more instead, that's a new invoice, credit notes only ever reduce what's owed.

Cancelling an invoice that has a credit note against it asks how you'd like to handle it: void the credit note along with the invoice, or leave it as is and sort it out in QuickBooks yourself. Either way the invoice itself cancels straight away, this choice only affects the credit note.

Attaching documents

Beyond the invoice PDF itself, you can attach supporting documents, like your terms and conditions or a health & safety policy. Set these up once in Settings, under Invoicing, as default documents, and choose whether each one goes out with every invoice, every estimate, or both, from then on they're attached automatically. You can also attach a specific document to a single invoice from the invoice page, using anything already uploaded in Documents.

If your plan doesn't include the customer portal, attached documents go out as real email attachments alongside the invoice. If it does, they show in the portal next to the invoice instead.

QuickBooks

Connect your QuickBooks Online account from Settings, under Integrations, to keep your invoices and estimates in sync there too. Once connected, sending an invoice (or turning on "push to QuickBooks" when creating one) adds it to QuickBooks automatically, alongside sending it to your customer as normal through Tradentrix, nothing changes for the customer. You can also sync manually from the invoice page with "Sync to QuickBooks", re-syncing an invoice updates the same QuickBooks record rather than creating a duplicate. Credit notes sync too, as their own QuickBooks credit memo.

Cancelling an invoice that's been synced also voids it in QuickBooks, so it stops showing as open there too. It stays on record with the same reference number rather than being deleted, keeping your numbering and audit trail intact.

If a sync fails, for example your QuickBooks connection has expired, the error shows directly on the invoice with a clear explanation of what to do next.

Recurring invoicing

For ongoing jobs, you don't need to create a new invoice by hand every time. Recurring invoicing automatically creates and sends a new invoice with the same line items on a repeating schedule. This is available to owners and Admins, and needs a plan that supports it. The job being billed needs a linked customer, but it doesn't need to be flagged as a recurring job first, recurring invoicing is set up on the invoice, not the job.

Cancellation fee invoices

Turn this on under Settings, in the Invoicing tab, with the "Automatically send cancellation fee invoices" toggle. Once enabled, you'll set a cancellation notice period (24 hours, 48 hours or 1 week) and a fee amount. Jobs cancelled with less notice than that get charged the fee automatically, jobs cancelled with more notice don't.

How it's handled depends on how the job is cancelled. Deleting a job that falls within the notice period shows a choice: "Cancel job & send £X.XX invoice" cancels the job and automatically raises, sends and emails a cancellation fee invoice to the customer, or "Delete job (no charge)" removes it with nothing sent. Deleting a job outside the notice period is just a plain delete, no invoice either way.