Create, manage, and troubleshoot invoices in BuildOps
Use this article to:
Create an invoice from a job or as an ad hoc invoice.
Review and configure the customer-facing invoice.
Email or post an invoice.
Troubleshoot common invoice issues.
Choose the right invoice workflow
Create an invoice from a job: Use this option for time and material jobs when you want to review the work completed and choose what to bill.
Create an ad hoc invoice: Use this option when you need to create an invoice outside the Job Report workflow.
Manage an existing invoice: Open the invoice to review, edit, preview, email, or post it.
Depending on your role and company setup, some tabs, buttons, departments, templates, or posting options may not be available.
Before you begin
Confirm that:
The correct job, customer, and property are selected.
The job is set up for the billing workflow you plan to use.
Billable labor, materials, fees, or other items are ready to invoice.
The correct department is assigned to the job. The invoice inherits the job’s department.
The correct invoice template is available if you plan to email the invoice.
Create an invoice from a job
For time and material jobs, creating the invoice from the Job Report is the recommended workflow. It gives you visibility into the completed work and lets you choose what to bill.
Step 1: Review visits
Open the job.
Open the Visits tab.
Review the visits you plan to invoice.
Check that:
Visit summaries are complete.
Labor entries are accurate.
Any details that should appear on the customer-facing invoice are ready.
Step 2: Review the job and billable items
Open the Overview tab.
Confirm that the job is ready to invoice.
Review the billable information, including:
Job Information
Pricebook
Labor
Inventory Items
Parts & Materials
Purchased Items
Fees, if applicable
If purchased items are not ready to invoice, confirm that they have been received and billed in BuildOps first.
Step 3: Create the invoice
From the Overview tab:
Click Invoice.
Click Create Invoice.
Choose how you want to bill the job:
Entire Job: Invoice everything currently ready to bill.
Specific Visits: Invoice work tied to selected visits.
Custom selections: Invoice only selected billable sections, such as labor or materials.
If needed, select Include visit summaries in the invoice summary.
Click Generate.
Create an ad hoc invoice
Use an ad hoc invoice when you need to create an invoice outside the Job Report workflow.
From Accounting
Go to Accounting.
Click Invoices.
Click + New Invoice.
Search for the job, customer, or property.
Complete the invoice details.
Click Save Invoice.
From the global Create menu
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.
Review and configure the invoice
After creating the invoice, review it before sending or posting it.
Depending on the invoice contents, you can update:
Labor lines
Parts and materials
Discounts and fees
Payments already applied to the invoice
To add a billable line, click + Add Item.
Review the customer-facing invoice
Open the invoice.
Click the arrow on the right side to open the invoice configuration panel.
Select an invoice preset if your team uses one.
Turn invoice sections on or off based on what you want the customer to see.
Click Preview Invoice.
Before sending, confirm that:
The correct sections are visible.
Line items are clear.
The totals and summary information are correct.
Always preview the invoice before emailing it to the customer.
Email the invoice
Click the three dots next to Preview Invoice.
Click Email Invoice.
Select any attachments to include.
Click Next.
Complete the email details:
To
CC
BCC
Invoice Template
Subject
Message
Click Send Invoice Email.
After sending, you can review the email status on the invoice page.
Post and Export the invoice
To sync the invoice with your connected accounting system:
Open the invoice.
Click Post Invoice > Export.
If the invoice was already recorded outside BuildOps, use the drop-down option next to Post Invoice to bypass posting.
Troubleshoot invoice issues
Q: Why is the Create Invoice button unavailable?
The Create Invoice button may be unavailable if you are on the Visits tab in the Job Report.
Open the Overview tab.
Confirm that at least one visit has been reviewed.
Try creating the invoice again.
If the button is still unavailable, confirm that you have access to the invoicing workflow.
Q: Why is the invoice total zero?
The invoice may not have any billable line items yet.
Review the invoice.
Confirm that labor, materials, parts, fees, or other billable items are available.
Click + Add Item to add any missing billable lines.
Q: Why is the invoice template missing?
Invoice templates are tied to departments.
Confirm that a department is assigned to the invoice.
Check that the department is associated with the correct external message template in Company Settings.
If the invoice was created as an ad hoc invoice without a department, the expected template may not appear.
If needed, add the message directly to the invoice.
Q: Why are some purchased items unavailable to invoice?
Purchased items must be received and billed in BuildOps before they can be invoiced.
If a purchased item subtotal is zero, the related purchase order may still need a bill.
Q: Can I change the billing customer after invoicing?
Once a job has been fully invoiced, you cannot change its billing customer.
If the billing customer must change, all invoices associated with the job must first be voided.
Q: Can I revert a voided invoice to draft?
A voided invoice cannot be reverted to draft status.
Q: How do I restore a voided invoice?
Recreate it as a new invoice. Rebuilding the invoice ensures that the data is entered again correctly.
Q: Why can’t I find my project when creating an ad hoc invoice?
The project may not appear in the search results if a Project Owner has not been assigned. Open the project setup and confirm that a Project Owner is selected, then try creating the ad hoc invoice again.