Invoicing Pathways
There are three ways to create an Invoice in BuildOps:
From the Job Report Overview tab
From the Accounting page
From the + Icon next to the Global Search Bar
1. Creating an Invoice from the Job Report
Navigate to the Job Report Overview tab.
Click “INVOICE” → “Create Invoice” (upper right corner).
Note: Creating an Invoice from the Job Report allows you to invoice for the entire job or specific parts of it. Review the Visit and Overview information before clicking "Create Invoice".
2. Creating an Invoice from the Accounting Page
Hover over Accounting → Click Invoices.
Click “+ NEW INVOICE” (upper right corner).
Type in a specific Job number or search for a Customer or Property.
Click “SAVE INVOICE”.
3. Creating an Invoice from the Global Search Bar (Adhoc Invoice)
Used for creating a blank or "fresh" invoice against any Job, Project, Service Agreement, Maintenance, Customer, or Property.
Click the plus sign located to the right of the global search bar in the BuildOps top menu. Select "New Invoice."
In the "Create Invoice For" field, type in the name of a Job, Project, Service Agreement, Maintenance, Customer, or Property that you want to make an invoice against.
Select a department for the invoice as well as a pricebook, and type in the billing information 4. At the top right of the page, click Save Invoice.
Editing an Invoice
When creating an invoice from the Job Report, you can select what to invoice for:
Entire Job
Specific Visits, Labor, Inventory Items, or Purchased Items
If you check “Include visit summaries in the invoice summary”, the technician’s Visit Summary notes will be added to the Invoice Summary section.
Click “CREATE INVOICE” to proceed.
Invoice Layout
Top Section
Bill To: Billing address
Invoice Number & Issued Date
Job Number (Hyperlinked for quick access)
PO Number (If applicable)
Payment Terms & Due Date
Customer & Property Information
Authorized By & Customer Work Order Number (WO #)
Invoice Summary (If visit summaries were included)
Middle Section
This includes Labor, Parts & Materials, Discounts & Fees, and Payments.
Labor
Labor hours ready to be billed are listed.
Click the three dots (...) to Edit or Delete a Labor entry.
To add a Labor entry, click “+ ADD ITEM”, fill in the details, and click “SAVE”.
Parts & Materials
Purchase Order Items and other Items from the Job Report are listed here.
Click the three dots (...) to Edit or Delete an item.
To add an Item, click “+ ADD ITEM”, fill in the details, and click “SAVE”.
Discounts & Fees
To add a Discount/Fee:
Click “+ ADD ITEM”.
Fill in the required details (Fee/Discount, Amount, Taxable status, etc.).
Click “SAVE”.
Payments
Once a Payment is applied to an Invoice, it will be displayed here.
Bottom Section
Invoice Subtotals & Total
Sales Tax Rate (Auto-populated but editable)
Terms of Service (Auto-filled from Company Settings)
Configuring a Customer-Facing Invoice
Click the arrow on the right side to open the Invoice Configuration window.
Select a preset or toggle sections ON/OFF.
Click “Preview Invoice”.
Download/Print if needed.
Emailing an Invoice
Click the three dots (...) next to PREVIEW INVOICE → Click “Email Invoice”.
Select attachments such as the Job Report and Forms.
Click “NEXT”.
Fill in email details:
Email To, CC, BCC
Invoice Template
Subject & Message
Click “SEND INVOICE EMAIL”.
Track the Email Status in the Invoice Page Activity log.
Posting an Invoice
Click “POST INVOICE” to sync it with your accounting software.
If already recorded externally, click the down arrow (↓) to bypass posting.
Additional Invoice Actions
Click the three dots (...) in the upper right corner of the Invoice Page to:
Email Invoice
Download Invoice
Void Invoice
Manually Changing an Invoicing Status
If the Invoice dollar amount matches the job’s grand total cost, the status will auto-update to Fully Invoiced. To manually change the Invoicing Status:
Open the Job Report.
Click the Invoicing Status at the top.
Select “Ready to Invoice” or “Do Not Invoice”.
Invoice & Job Billing Types
Jobs can have two billing types:
Time & Material (T&M) – Based on recorded labor, materials, and items.
Quoted – Based on the approved quote.
Invoice Line Item Behavior:
Quoted Jobs: Line items match the Quote.
T&M Jobs: Line items reflect labor time and materials added in the Job Report.
Changing a Job’s Billing Type
Open the Job Report.
Click the three dots (...) (upper right corner).
Click “Change to Time & Material”.
⚠️ Once a job is changed to T&M, it cannot be reverted to Quoted.
Invoice Table Overview
Hover over Accounting → Click Invoices.
Use Table Views or filters to find specific invoices.
Click an Invoice number to open it.
Click “EXPORT” (upper right corner) → Download as CSV.
To export Job Costing, click “EXPORT JOB COSTING”, select a Date Range, and choose Export Type (By Customer/Job).
FAQs
When does the automated Invoice status change?
When an Invoice is created, exported, or voided.
When does revenue appear on my job?
When the Invoice is first created (Draft Status).
Why does my Invoice not have a taxable subtotal?
Check if all line items on the Invoice are marked as Taxable. If not:
Click the three dots (...) > Edit the line item.
Check the Taxable box.
If this is a frequent issue, update the item’s tax setting in the Item List.
Why Can't I Void an Invoice?
Invoices cannot be voided under the following conditions:
Closed Status: Invoices that are in a Closed status cannot be voided. You will need to contact the Support Team for assistance.
Sage 300 Integration: If your account is integrated with Sage 300, the void option will not be available. You will need to contact the Support Team to process the void.
Applied Payments: If a payment has been applied to the invoice, it must first be unapplied before the void option becomes available.
Why do I get an error similar to ERROR: createInvoiceFromTimeAndMaterialsJob: InvoiceItem (LaborLineItem: ) requires a productId?
This error may occur if a Default Billing Product for Labor Invoice Items is not set. To resolve, please follow the steps below:
Navigate to Labor Settings.
Go to Billing Hour Rates and Types.
Set or update the Default Billing Product for Labor Invoice Items.
This ensures that labor invoice items are associated with a product ID, preventing the error.
Why can’t I select some invoices when using Bulk Actions from the Invoice table?
Bulk actions in the Invoice table only apply to invoices associated with a Service Agreement. If an invoice is not linked to a Service Agreement, it cannot be selected for bulk actions.
What to do if after creating an Invoice it does not redirect you to the invoice created?
Check if pop-ups from BuildOps are allowed on your web browser. If pop-ups are not allowed from BuildOps, please make sure to toggle allow.
If issue still persist, speak with a Support agent