Send an Invoice

From Completed Job to Paid Invoice

Getting paid is the whole point. KeyBolt's invoice flow is designed to go from completed work to sent invoice in four taps. No manually typing up bills in QuickBooks. No handwriting receipts in the van. Complete the job, review the numbers, send.

Step-by-Step

1. Complete the job, tap "Complete Job" from the job card to move it to Completed status.
2. Tap "Send Invoice", this opens the invoice builder. Line items are pre-filled from the job template. If the job was a Residential Lockout, you'll see the $125 service charge already listed.
3. Review and adjust:
   • Use the +/- buttons to change quantities (e.g., 3 locks rekeyed instead of 1).
   • Tap "Add custom line" to add extra charges (trip fee, hardware, travel). On a bill that isn't tied to a job you can also tap "Add inventory item" to pull a part off your van, or apply a template.
   • Tap the X next to a line to take it off. You can't remove the last line, so change its price instead.
   • Tax is calculated based on your rate in Settings. The total updates in real time.
4. Confirm and send, verify the customer's email and/or phone number. Tap "Send". Before sending, a confirmation dialog appears where you choose to send via email, text message (KeyBolt Pro only), or both. Done.

What Gets Sent

The customer receives an email with your shop name, the itemized invoice, and a prominent "Pay Now" button. This opens your own KeyBolt bill page, with your shop name and logo on it. The card form on that page is run by Stripe, so card numbers never touch your business and the customer is never bounced off to another company's website. They can pay with any major credit or debit card. On KeyBolt Pro, they also get a text message with the payment link.

Invoice Numbers

KeyBolt gives every bill its own number, like 1042. You don't need to track or assign these manually. The number follows the work: a lead, the job it becomes, and the bill you send all share one number, so you can say a single number on the phone and everyone knows what you mean. A second bill on the same job gets its own fresh number. The number appears on the invoice and in your invoice list for easy reference.

After Sending

The invoice appears in your Invoices tab with "Sent" status. As the customer interacts with it, the status updates: Sent, Viewed (the customer clicked the payment link in the email), Paid, or eventually Overdue. You get a notification when they pay.

Once an invoice is sent, you also have additional options: record a partial payment if the customer pays a portion now and the rest later (see "Record Partial Payments"), or issue a credit memo if you need to adjust the balance for an overcharge, warranty, or agreed discount (see "Issue Credit Memos").