> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/billing/invoicing.md).

# Invoicing

Bill your client for a job, either line by line as work gets done or on a draw schedule, and send the invoice as a PDF.

Every job is invoiced in one of two ways:

* **Line-item invoicing** (the default). You pick the lines you're billing and invoice all of each line, or part of it by amount or percent complete.
* **Draw schedule.** You split the job total into draws (deposit, rough-in, final…) and invoice each draw when it's due.

Invoices live on the job's **Invoices** tab, where you send them, take payments against them and delete them.

**Plans:** every plan. **Who:** anyone who can manage the job.

{% embed url="<https://vimeo.com/871496591>" %}
Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

## Before you start

* The job needs a **Project Manager**, and its status must be **Approved**, **In Progress** or **Complete** before you can create a line-item invoice.
* Check that the client's email is right. If the client has a separate accounts contact, add it in **Invoicing email** on the client so it's copied when you send invoices from the **Invoices** tab.

## Line-item invoicing

### 1. Choose the lines you're billing

1. Open the job and go to **Job Items**.
2. Click the circle at the right of each line you're billing. Selected lines turn blue.
3. Click **Create Invoice** above the list.

![Two lines selected, with Create Invoice above the list](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-09bcaf3b7325854501e2b63aa887c3ddb3994816%2Finvoicing-01-select-lines.png?alt=media)

Each line shows how much of it has been invoiced so far (**0% Invoiced**, **100% Invoiced**). Lines that are fully invoiced are left out of the next invoice.

### 2. Set the amounts

The **Create Invoice** window lists the lines you picked with their **Total**, what's **Already Invoiced** and what's **Remaining**.

1. Set the **Due Date** (it starts at today) and, if you like, a **Reference #**.
2. For each line, either type the **Amount to Invoice** or the **% Complete**. The other one updates to match.
3. Check **Total to invoice** and click **Create Invoice**.

![Create Invoice, billing one line in full and another at 50% complete](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-660704e12deb4336441d6a64e544a36ba518a6d3%2Finvoicing-02-create-invoice.png?alt=media)

{% hint style="info" %}
**% Complete counts what you've already billed.** A line that's 40% invoiced starts at 40. Type 70 to bill the next 30%; type 100 to bill the rest. You can't go below what's already been invoiced, or above 100%.
{% endhint %}

When the invoice is created, an email to the client opens straight away so you can send it (see [Sending an invoice](#sending-an-invoice)).

## Draw schedule invoicing

### 1. Set up the draw schedule

1. Open the job's **Invoices** tab and click **Create Draw Schedule**. (The button is only there until the job's first line-item invoice. After that, the job stays on line-item invoicing.)
2. Click **Add New Draw** for each payment you'll ask for.
3. For each draw, enter a **Name**, an **Estimated Date**, and either a **Percent** of the job or an **Amount**. Click **…** beside the name to add a description.
4. The draws must add up to the job total (**Job total estimate** at the top). **Amount needed to disburse** shows what's left to assign.
5. Click **Convert To Job Draw Invoicing**.

![A three-draw schedule that adds up to the job total](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-1abcaadf62baf2e0dcd96ec4c725c55b6ed16554%2Finvoicing-09-convert-to-draws.png?alt=media)

{% hint style="info" %}
**Draws don't add up?** Click into **Amount Adjusted By** on any draw that hasn't been invoiced yet, and the whole difference moves into that draw.
{% endhint %}

If the job has a project manager, each new draw also puts a task on their calendar, **Invoice scheduled draw -&#x20;*****draw name***, on the draw's estimated date.

### 2. Invoice a draw when it's due

Draw invoices are **not** created or sent automatically. When a draw comes due (the project manager's task is the reminder):

1. Open the job's **Invoices** tab. Draws not yet invoiced have a green **Send** button at the end of the row.
2. Click **Send**, choose the invoice's **Due Date**, and click **Create Invoice**.

![Confirming the invoice for one draw](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-89c61375bc752c2d1872ce2740b115dca42215d4%2Finvoicing-07-invoice-draw.png?alt=media)

The invoice is created and the email to the client opens. The row now shows **Sent On**, **Invoice Due Date** and whether it's **Paid**.

![The Invoices tab on a draw-schedule job](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-ce399a6af49daa027a33b5e64c30ea2938f13f68%2Finvoicing-06-draws-tab.png?alt=media)

### Changing the schedule

Click **Edit Draw Schedule**, make your changes and click **Save Schedule**. Draws that have already been invoiced are greyed out and can't be changed. A draw can only be removed (the bin icon) once its amount is $0.

![Editing a draw schedule: the first two draws are invoiced and locked](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-e12adfe0212af0c5902e9dba6748f22d9b4afd48%2Finvoicing-05-draw-schedule.png?alt=media)

If the job total changes and the draws no longer match, the job shows **Your draw schedule is out of balance.** Click **Edit draw schedule** in that message to fix it.

To go back to line-item invoicing, open **Edit Draw Schedule**, remove every draw, and click **Switch To Job Item Invoicing**. This isn't possible once any draw has been invoiced.

## Sending an invoice

Every invoice is listed on the job's **Invoices** tab.

![The Invoices tab on a line-item job](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-99ead1e525a054156b28c21b71d9769c258a36ea%2Finvoicing-04-invoices-tab.png?alt=media)

* **View** opens the invoice PDF in a new tab.
* **Send** opens an email to the client with the invoice PDF attached. The client's invoicing email is filled in under **Invoice Email**, so their accounts contact is copied. Check it over and click **Send**.

![Sending an invoice](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-ece9681218da81d6c84ce72c2afa31cb7828ceea%2Finvoicing-03-send-invoice.png?alt=media)

* **Delete** removes the invoice after you confirm (**This cannot be undone.**).

## Job and account statements

A statement shows the client where they stand. Open the orange **Emails** button at the top of the job:

* **Send Job Statement** — this job only. Attached as **Job Statement.pdf**.
* **Send Account Statement** — all of the client's open jobs. Attached as **Account Statement.pdf**.

![The Emails menu](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-f6bd0d974f44e36911f572993c8bf9516dc96ea6%2Finvoicing-08-emails-menu.png?alt=media)

Click **View** on the attachment to check it before you click **Send**.

## Common questions

**I don't see Create Invoice on Job Items.** Select at least one line first. If it's there but greyed out, the job needs a project manager and a status of Approved, In Progress or Complete. On a draw-schedule job there is no Create Invoice button: invoice from the **Invoices** tab instead.

**"None of the selected items can be invoiced (they have no remaining balance)."** Every line you picked is already 100% invoiced.

**Will draws be invoiced automatically on their dates?** No. The project manager gets a task on the draw date; someone has to click **Send** on the draw.

**Where's Create Draw Schedule?** It disappears once a job has a line-item invoice.

**Can clients pay the invoice online?** Yes, if you've set up Koppr. See [Getting paid online](https://github.com/emory-max/prostruct360-help/tree/main/billing/getting-paid-online.md).

## Related

* [Receiving client payments](/billing/receiving-client-payments.md)
* [Getting paid online](https://github.com/emory-max/prostruct360-help/tree/main/billing/getting-paid-online.md)
* [Creating an estimate](/getting-started/creating-an-estimate.md)
* [Change orders](/running-jobs/change-orders.md)
* [Connecting QuickBooks](/connections/connecting-quickbooks.md) — invoices are sent to QuickBooks automatically once you're connected.