ForemanFOREMAN

Create & send invoices

Build an invoice from your budget, set the due date, and send it to your client with a payment link — all from the project's Records.

An invoice is a Record, so you build it the same way you build any other Record — from a project, in a split-pane editor. You can type line items by hand or pull them straight from the project's budget, then send it to your client with a single recipient and an optional pay link.

Start a new invoice

  1. From the sidebar, click Records.
  2. Click Create Record.
  3. Pick the Project this invoice belongs to, then choose Invoice (or a kind like Deposit or Progress Invoice) under Client Finances.

Foreman creates an empty draft the moment you land in the editor, so there's always something to edit. It's numbered automatically (for example CF-001) and starts in Draft.

Add line items from the budget

  1. In the editor, click Add line items from budget.
  2. Check the budget items you want to bill. Each row shows its Approved amount and what's already been Invoiced.
  3. For each row, set the amount or the percent to bill — bill 100% or a partial amount for progress billing. You can also set one percent across every selected item at once.
  4. Click Apply (the button shows how many items you selected).

Note

Lines pulled from the budget stay linked to it, so what you invoice rolls up into the budget's Invoiced and Collected columns. You can also type free-form lines directly in the editor.

Set the details

  1. Rename the invoice from the title in the top bar (click to edit).
  2. Set the Due Date chip in the document header.
  3. Add a Description — anything you want the client to know — above the line items.
  4. Set the tax rate inline on the Tax row of the totals block.

Totals (subtotal, tax, and total) recalculate as you edit.

Send it to your client

  1. In the right-hand panel, add a recipient under Recipients — search your contacts (Add a client...) or click Add new client to create one.
  2. Click Send.

Sending emails your client a PDF copy with a link to view (and pay, if you've enabled a pay link), grants that contact access to the project, and moves the invoice to Sent. When they open it, it flips to Viewed.

Note

Once sent, the line items lock. The editor swaps to the finalized PDF, and the side panel keeps the payment controls. To change billed lines on a sent invoice, remove its payments first, or void it and start a new one.

Frequently Asked Questions

Can I download the PDF without sending?

Yes. Click Download PDF in the side panel at any time.

How do clients pay?

Connect QuickBooks and turn on Pay with QuickBooks in the side panel's Options section — the client's copy of the invoice then shows a Pay Online button backed by a QuickBooks-hosted payment link. Otherwise, tell the client how to pay and record the payment yourself when it arrives with Record Payment. See Manage payments.

NextManage payments