In BuildOps, T&M jobs are billed based on the actual labor, materials, and purchased items recorded on the job. For that reason, the recommended invoicing workflow starts from the Job Report.
Before you begin
Before creating the invoice, confirm the following:
The job is set to Time & Material (T&M).
The job has at least one completed visit ready for review.
Labor, inventory items, and purchased items have been reviewed in the Job Report.
A Pricebook is assigned to the job.
If the job is currently set to Quoted, update it to Time & Material before creating the invoice.
Recommended workflow: Create the invoice from the Job Report
Creating the invoice from the Job Report is the recommended option for T&M jobs because it lets you review the work that was completed and choose exactly what to bill.
Step 1: Open the Job Report
You can open the Job from:
Dispatch Board
Jobs Table
Global Search
Open the job, then click OPEN JOB REPORT.
Step 2: Review the visit information
On the Visits tab, review each visit you plan to include on the invoice. This tab is where you verify visit-specific details before moving to the job-level billing review.
Select the visit or visits you want to review.
Open each visit and confirm the visit details are complete and accurate.
Review the customer-facing and billing-related sections for that visit, such as:
Visit Summary to make sure the scope of work is described clearly
Labor to confirm time entries have been submitted and the visit is not missing labor
Inventory Items, Parts & Materials, or Purchased Items to confirm the correct items and quantities are tied to the work performed
Forms, photos, and other supporting details if your team uses them during review
If anything is incorrect or incomplete, click EDIT and update the visit before invoicing.
Repeat this process for each visit you want included.
When your review is complete, click REVIEW.
Note:
When you click Edit, you are making office-side changes to the Visit Report itself such as updating report sections, adding information, editing/deleting entries, or changing editable gray fields.
When you click Review, you are saying the visit has been checked and is ready to move forward. The visit status changes to Reviewed.
Once the office has edited or reviewed a Visit Report, technicians can no longer make changes to the Visit Report in the mobile app.
Best practice:
Make sure visit summaries and labor entries are complete before you continue. These details support accurate billing and help ensure the invoice matches the work completed on the job.
Step 3: Review the job and billable items
After you finish reviewing the visits, go to the Overview tab. This is the final review step before invoice creation and the place where you confirm what should be billed for the job.
Review the following sections carefully:
Job Information to confirm the job details are correct
Pricebook to confirm the correct pricing source is being used for the job
Labor to confirm labor lines are accurate and ready to bill
Inventory Items, Parts & Materials, or Purchased Items to confirm the correct billable items are included
This is also the last point where you can update the Pricebook before creating the invoice.
Note: Purchased items can only be invoiced after they have been received and billed in BuildOps.
If a purchased item subtotal is zero, the related purchase order may still need a receipt.
If a bill has not been created yet for the Purchased item, you will not be able to invoice the item.
Step 4: Create the invoice
From the Overview tab:
Click INVOICE in the upper-right corner.
Click Create Invoice.
Choose how you want to bill the job:
Entire Job if you want to invoice all billable labor, and purchased items, inventory items, fees, currently ready to bill on the job
Specific Visits if you only want to bill work tied to selected visits
Labor, Inventory Items, or Purchased Items if you want to create a more custom invoice and include only certain billable sections
Entire job vs. custom invoice selection
Choose Entire Job when you want the invoice to include everything currently ready to bill for the job.
Choose Custom for a more specific option when you want to control what appears on the invoice. For example, you might:
invoice only selected visits - you can control this by selecting the start date and end date.
bill labor now and invoice materials later
exclude certain items that are not ready to bill yet
invoice only the purchased items or inventory items that should appear on this invoice
Before you click CREATE INVOICE, make sure the job review on the Overview tab matches the invoice you want to send. The sections you reviewed there help determine whether you should invoice the full job or create a more custom invoice.
If needed, select Include visit summaries in the invoice summary.
Click GENERATE.
Viewing the invoice
After creating the invoice, you may go back to the job page and go to Reports & Invoices and scroll down to the Invoices Section
This section shows the invoice number, Visits included on the invoice, invoice amount, who created the invoice, status, issue date and due date.
Clicking the three dots at the right-most will give you the option to view or edit the invoice.
Review and edit the invoice
After the invoice is created, review the invoice page carefully before sending it.
Labor
The Labor section shows labor hours that are ready to be billed.
You can:
Edit a labor line
Delete a labor line
Add a new labor line using + ADD ITEM
Parts & Materials
The Parts & Materials section includes items pulled from the Job Report.
You can:
Edit an item
Delete an item
Add a new item using + ADD ITEM
Discounts & Fees
If needed, you can add a discount or fee:
Click + ADD ITEM.
Enter the details.
Click SAVE.
Payments
If a payment has already been applied to the invoice, it will appear in the Payments section.
Configure the customer-facing invoice
Before sending the invoice, review how the invoice will appear to the customer. The invoice configuration panel lets you control the layout and decide which details should appear on the customer-facing version.
Click the arrow on the right side of the invoice to open the invoice configuration panel.
Select an invoice preset if your team already has a preferred layout.
Review the available section toggles and turn sections on or off based on what you want the customer to see.
Use this step to confirm the invoice shows the right level of detail. For example, you may want to:
include or exclude certain invoice sections depending on your billing workflow
review whether the invoice summary should appear as written
confirm that labor, materials, fees, totals, and other billable details are displayed the way you expect
4. Click Preview Invoice to review the final customer-facing layout.
5. Read through the preview carefully before sending it. Confirm that:
the correct billable sections are visible
line items are presented clearly
totals and summary information match what you intend to send
6.Download or print the invoice if needed.
Best practice: Always preview the invoice before emailing it to the customer, especially when sending a custom invoice or when you have excluded certain visits, labor lines, or material-related items.
Send or post the invoice
Email the invoice
To email the invoice:
Click the three dots next to PREVIEW INVOICE.
Click Email Invoice.
Select any attachments you want to include, such as the Job Report or forms.
Click NEXT.
Complete the email details:
Email To
CC
BCC
Invoice Template
Subject
Message
Click SEND INVOICE EMAIL.
After emailing the invoice, you will be routed back to the invoice page where you can see the Email Status. This shows the deliverability status of the invoice email.
Post the invoice
To sync the invoice with your accounting system, click POST INVOICE.
If the invoice has already been recorded outside of BuildOps, use the drop-down option next to POST INVOICE to bypass posting.
Other ways to create an invoice
While the Job Report is the recommended workflow for T&M jobs, BuildOps also allows you to create an invoice in other ways:
From the Accounting page (Ad-Hoc Invoice)
Go to Accounting.
Click Invoices.
Click + NEW INVOICE.
Search for the job, customer, or property.
Click SAVE INVOICE.
From the plus icon in the top menu (Ad-Hoc Invoice)
Click the + icon next to the global search bar.
Select New Invoice.
In Create Invoice For, search for the job you want to bill.
Select the department and Pricebook.
Enter the billing information.
Click Save Invoice.
Frequently asked questions
Q: What is the difference between a T&M job and a Quoted job?
A T&M job is billed based on the actual labor, materials, and items recorded on the job.
A Quoted job is billed based on the quoted amount instead.
Q: Why is the Create Invoice button unavailable?
The create Invoice button is unavailable if you are on the visit tab on the job report. Navigate to the overview tab instead and make sure at least one visit has already been reviewed.
Q: Why are some purchased items not available to invoice?
Purchased items must be received and billed in BuildOps before they can be invoiced.
Q: Can I change the Billing Customer after invoicing?
No. Once a job has been fully invoiced, the Billing Customer can no longer be changed. If you need to change, you will need to void all the invoices associated with the job.