Invoices & payments

Invoices sits under Delivery in the sidebar and lists every invoice across your active jobs. Only Owners and Operations can open it. The tiles across the top show Outstanding, Overdue and Collected, plus a fourth tile, Needs refunding, that appears only when money landed on an invoice you had already cancelled. Once a job is archived, its invoices move to Archives with it.

Every job carries a payment schedule of milestones on its Payments tile. Each milestone is Pending, then Invoiced once it lands on an issued invoice, then Paid. New jobs start from the default schedule in Settings → Invoicing (Deposit on signing 30%, Materials delivered 30%, Work in progress 25%, Final walkthrough 15%), and you can change it per job. An approved change order adds its own row to the schedule, so the extra work enters the billing pipeline on its own.

1. 1Open the project and select the Payments tile.
2. 2Use Add milestone for a new row, or the menu on any unbilled row to Edit, Split or Delete it. A milestone already on an invoice is locked.
3. 3Tick the milestones you want to bill and choose Create invoice.

A new invoice starts as a Draft with no number. Issuing is the step that makes it real: it assigns the number, locks its milestones, and emails the customer in one go.

1. 1Choose New invoice on the Invoices page, pick the project, then tick the milestones to bill. You can also start from the project's Payments tile.
2. 2Review the draft, then choose Issue invoice.
3. 3Set the due date. It defaults to 30 days out.
4. 4Confirm. Managolio assigns the next number (INV-2026-0001 and up), marks the milestones Invoiced, and emails the customer a link to pay in their portal.
5. 5Need to send it again? Use Email customer on the invoice. Re-sending never knocks a paid or part-paid invoice back a step.

Invoices move through Draft, Issued, Sent, Partially paid, Paid, Refunded and Void. Past its due date, an unpaid invoice shows an Overdue badge in place of its status. Paid, Refunded and Void invoices never show Overdue, because nothing is owed on them.

Use this for money that arrived outside the online card checkout: a check, a bank transfer, cash, Venmo, Zelle. Card payments taken in the portal record themselves.

1. 1Open the invoice and choose Record payment.
2. 2Enter the amount and the date received.
3. 3Pick the method: Check, ACH / Bank transfer, Cash, Card or Other. Add a reference (check number, trace number) and notes if you want them.
4. 4Save. Part payments are fine, the invoice reads Partially paid until the balance clears.
5. 5On an invoice mirrored in QuickBooks, the payment is written to QuickBooks first and then saved here. If QuickBooks refuses or is unreachable, nothing is saved in either place, so the two ledgers can never disagree.

Customers open their invoice in the project portal and tap Pay. Card checkout runs through your own Stripe account and marks the invoice Paid on its own, usually within seconds. Venmo, Cash App, Zelle and check by mail are shown as instructions with a Pay link or a copy button, and you record those yourself as they land. Choose which options appear in Settings → Payment methods.

There are two paths, and picking the wrong one is the classic mistake. Refund card payment actually sends money back. Record refund only corrects your books for money you already returned by hand.

1. 1Paid online by card: open the invoice, choose Refund card payment, enter the amount, and choose Send refund. Owners and Operations only. It is capped at the card money still refundable, and typically reaches the customer in 5 to 10 business days.
2. 2Paid by check, cash or Zelle: return the money yourself, then use Record refund to log it. It is capped at what was actually collected on that invoice, and anything above that is refused rather than saved.
3. 3Choosing Card inside Record refund shows a warning, because logging it there returns nothing to the customer.
4. 4If you are connected to QuickBooks, either kind of refund is booked into your books too.

Owners and Operations can remove a ledger entry with the small X beside it on the invoice. That corrects the record only, no money moves. You can only remove entries a person typed in here. Rows that mirror Stripe or QuickBooks are fixed at the source and sync back. A voided invoice's payment history is locked and cannot be edited at all.

Which one you need depends on whether any money was ever recorded against the invoice.

1. 1No payments recorded: use Void. The invoice keeps its number and stays on the record marked Void, and its milestones go back to the unbilled pool so you can invoice them again.
2. 2Payments recorded: Void is disabled on purpose, because the money would be stranded on an invoice nobody can see. Refund what was collected first.
3. 3Once the invoice reads Refunded and nothing is still collected on it, choose Rebill milestones. The milestones return to the unbilled pool and the refunded invoice stays put as history.
4. 4Create the replacement invoice from the project when you are ready.

Past-due reminders stay off until you switch them on in Settings → Customer emails, under Past-due payment reminders. Once on, Managolio emails the customer at roughly 3, 7 and 14 days past due, three reminders at most, each showing the remaining balance with a secure link to pay. Only invoices you have already emailed get chased, and the series stops the moment the balance clears.

Owners and Operations get emails for Invoice paid, Invoice overdue and Payment refunded, each of them toggleable in Settings → Notifications. Two alerts always send whatever your settings say: an overpaid invoice, usually a customer paying twice from two payment pages, and a card payment that cleared after its invoice was voided. Both need a refund to resolve, and the invoice page keeps saying so until it is done.

Open any issued invoice and use the PDF button in the header for a branded copy you can print or attach. Drafts have no PDF, because they have no number yet. Your customer can download their own copy from the portal.

Recurring invoices bill a flat amount on a cadence, for maintenance plans and service agreements. They need the Maintenance plans module switched on in Settings → Modules.

1. 1From the Invoices page choose New invoice, pick the project, then switch to Recurring. You can also use Set up in the Recurring invoices panel on the project.
2. 2Add your service lines, each with a description and an amount.
3. 3Pick a frequency: Weekly, Every 2 weeks, Twice a month (1st & 15th), Monthly, Quarterly or Yearly. Set the start date.
4. 4Set when it ends: Never, On a date, or After a number of invoices.
5. 5Set the payment terms in days, and decide whether each run sends automatically or waits as a draft for you to review.
6. 6Save. Managolio generates the invoice on each run date, and the form tells you when the first one lands.

Every schedule lives in the Recurring invoices panel on its project, showing the cadence, the next run date and how it ends. The menu on each row gives you Edit, Pause or Resume, and Delete. Deleting stops future invoices and keeps the ones it already created. A schedule that has reached its end rule reads Ended and can't be resumed, so set up a new one instead. Change the starting defaults for new schedules in Settings → Invoicing, under Recurring invoices.