Invoices & payments

Your contract's schedule becomes a set of milestones (Deposit, Progress, Final). Each one shows as Pending, then Invoiced, then Paid — and flags Overdue if it's past due. Invoice a milestone when it's time to collect. Milestones already on an invoice are locked, so your billing history stays clean.

1. 1Add, edit, re-date, or split any milestone that hasn't been invoiced yet — the schedule stays flexible mid-job.
2. 2Select several unbilled milestones and combine them into one draft invoice.

1. 1Go to Invoices, or invoice a milestone directly from the project.
2. 2Review the line items and amount.
3. 3Move it from Draft to Issued, then Send — your customer gets an email with the amount, due date, and a secure link to pay in their portal.

1. 1Open the invoice and choose Record payment.
2. 2Enter the amount and method — check, ACH / bank transfer, cash, card, or other.
3. 3Partial payments are supported; the invoice shows Partial until it's paid in full.
4. 4If the invoice is synced to QuickBooks, the payment is booked into your books automatically — no double entry.

Customers view and pay their invoice from their project portal, using whatever methods you've turned on — card, Venmo, Cash App, Zelle, or check. Card payments mark the invoice paid automatically; you record the rest as they come in. See Payment methods to set these up.

Invoices move through: Draft, Issued, Sent, Partial (some paid), Paid, Refunded, and Void. Refunded invoices sit outside collections and can be re-billed if the work is redone.

Refunds are built in — no workarounds:

1. 1Card payments: Owners and Operations can send a real refund through Stripe right from the invoice — verified against Stripe before anything is recorded.
2. 2Offline payments (check, cash, Zelle): record the refund by hand; it's capped at what was actually collected.
3. 3You're warned before a refund would exceed what actually came in.
4. 4Refunded the job but redoing the work? The invoice can be re-billed cleanly.

Turn it on and Managolio politely chases overdue invoices for you: the first reminder goes out a few days past due, with up to two more spaced out after that — never more than three total. Each email shows the remaining balance with a one-click secure pay link, and the reminders stop the moment payment lands.

Made a mistake or need to start over? Void the invoice — that releases its milestones so you can bill them again on a fresh invoice. Nothing is lost, and the old invoice stays on the record marked Void.

Open any invoice and use the PDF action to download a clean, branded copy to print or email.