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Client Invoicing

Create invoices, track payments, and manage billing for your projects.

Overview​

Client Invoicing allows you to:

  • Create and send invoices to customers
  • Track invoice and payment status
  • Record payments received
  • Issue credit memos for adjustments
  • Link invoice due dates to project schedule tasks
  • Sync with QuickBooks accounting

Online Payment Options​

There are two ways to enable online payments for customers:

OptionDescriptionPayment Auto-Records?
Checkbook.ioCustomers pay via ACH/digital check directly through the Client PortalYes - automatic
Custom Payment URLRedirect customers to your own payment systemNo - manual entry required

Checkbook.io is recommended for a seamless experience. See Checkbook.io Integration for setup.

Custom Payment URL is available if you use a different payment processor. The "Pay Now" button will redirect customers to your payment portal. However:

  • The invoice amount is not sent to your payment system - customers must enter it manually
  • Payments are not automatically recorded in Readybuild - you must manually add payments after receiving them

See Client Portal - Billing & Payments for configuration details.

Without either option configured, you can still send invoices and manually record payments received via check, cash, or other offline methods.

Accessing Invoicing​

From a Project​

  1. Open a project
  2. Click Financials in the navigation
  3. Select Client Invoicing

Or use the Quick Actions sidebar and click Client Invoicing.

Company-Wide View​

Go to Billing > Client Invoices to view all invoices across projects with filtering options.

Interface Overview​

The invoicing screen has three tabs:

TabDescription
InvoicingAll invoices with status, amounts, and due dates
PaymentsAll recorded payments
Credit MemoAll credit memos issued

Invoice List Columns​

ColumnDescription
ID / TitleInvoice number and title (click to edit)
ProjectAssociated project (click to open project)
StatusCurrent invoice status
Total PriceTotal amount invoiced
Amount PaidSum of payments received
BalanceRemaining amount due
Due DatePayment due date (red if past due)
FilesAttached files
CommentsComment count
QuickBooks StatusSync status (if QuickBooks connected)

Summary Bar​

At the top of the invoice list, you'll see:

  • Total Invoiced - Sum of all invoices
  • Amount Paid - Total payments received
  • Remaining Balance - Outstanding amount
  • Left to Invoice - Project value minus invoiced amount
Deleted projects

Invoices attached to a deleted project are hidden from this list. Restore the project from the Change Log to bring its invoices back.

Deleting Invoices, Payments, and Credit Memos​

Users with the Manage Client Invoicing permission can delete Client Invoices, Payments, and Credit Memos. This permission also gates creating and editing these records, and is granted by default to the Admin and Accounting roles.

Deletion is a soft delete — the record is hidden from the app but recoverable from the Change Log, the same way deleted Projects, Contacts, and Estimates are. Restoring an invoice also restores its project and contact if those were deleted; restoring a payment also restores its invoice.

Key behaviors:

  • Deleting an invoice cascades to its payments. Any payments attached to the invoice are deleted along with it. The confirm dialog warns about this and requires you to tick an acknowledgement checkbox before the Delete button enables.
  • A linked credit memo is not deleted when you delete an invoice — it is only unlinked from the payment and remains available to apply elsewhere.
  • QuickBooks Online deletions propagate. If a record is linked to QuickBooks Online, deleting it in Readybuild also deletes the corresponding QuickBooks object (Invoice, Payment, or Credit Memo).
QuickBooks deletions are permanent

Restoring a record in Readybuild does not recreate the QuickBooks Online object. A restored record comes back unlinked from QuickBooks and can be re-synced from its QuickBooks Status chip.

Deleting is different from voiding. Voiding still exists and cancels an invoice while keeping the record in place. Deleting removes the record (recoverable via the Change Log). See Creating Invoices for details.

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