Invoices

Invoices are how you get paid. Create an invoice from scratch or convert an accepted estimate, then send it to your client for payment. Jobkore tracks payments, calculates balances, and flags overdue invoices automatically.

#Creating an Invoice

To create a new invoice, click Invoices in the sidebar, then New Invoice. You can also use the quick action button on the Dashboard.

Basic fields

The invoice form shares all the same features as the estimate form — line items, sections, discount, deposit, markup, display settings, tax, notes, terms, and attachments. See the Estimates article for details on these features.

#Invoice Numbering

Invoices use the format INV-NNNN (e.g., INV-0001, INV-0002) and auto-increment with each new invoice, independently from estimates.

Invoices created from change orders include a -CO suffix (e.g., INV-0047-CO) to distinguish them from standard invoices. See Change Orders for details.

#Several Invoices on One Project

A project is not limited to one invoice. Bill a deposit up front, draws as the work progresses, and a balance at the end — they are separate invoices, each with its own number, status, and payments, all belonging to the same project.

Every invoice belongs to a project. A project is one job, and Projects is a screen in the main nav — open one and the estimate, its change orders, every invoice and what you owe your subs sit in a single view. That is where change orders numbered per project, a contract value that reflects accepted change orders, and a balance spanning every invoice on the work add up together, rather than being assembled from the documents one at a time. See Projects.

#Invoice Statuses

Every invoice has a status that tracks where it is in the payment lifecycle:

#Invoice Detail Page

The invoice detail page shows all information about a single invoice, including client details, line items, totals, payment history, notes, terms, and attachments.

If the invoice was created from a change order, a subtitle is displayed indicating the associated change order number.

Action bar

The action bar provides all available actions for the current invoice:

• Edit — open the invoice in the editor (Draft and Sent only)
• Record Payment — log a payment received from the client
• Send — email the invoice to the client
• Share — get a shareable link
• Download PDF — download the invoice as a PDF
• Duplicate — create a copy as a new draft
• Void — cancel the invoice (Sent and Paid only)
• Delete — permanently delete the invoice. Drafts always; a voided invoice too, as long as it has no payments, has not synced to QuickBooks, and never reached the client. When deleting is refused, Jobkore says why and points you at Archive instead.
• Archive — tuck a voided invoice out of your working list. Only voided invoices can be archived, and only once. This is the recommended way to clear a mistake that is too entangled to delete.

#Recording Payments

To record a payment, click Record Payment on the invoice detail page. Enter the payment details:

When the total payments equal the invoice total, the invoice automatically transitions to Paid status. A payment receipt email is automatically sent to the client confirming the payment.

#Partial Payments

Jobkore supports multiple payments per invoice. If a client pays in installments, record each payment as it comes in. The invoice detail page shows:

• A list of all payments received, with date, amount, method, and reference
• The total paid so far
• The remaining balance due

Once the first payment lands, the invoice shows as Partially Paid until the balance reaches zero, at which point it becomes Paid. If it is also past its due date it will show as Overdue.

#Editing After a Payment

The moment an invoice has a payment on it, it stops being freely editable. Jobkore does not lock the whole document, though — it judges each field on its own, in three tiers.

Blocked outright

Anything that moves what is owed, or what was agreed: the client, line items, sections, tax rate, discount, deposit, overall markup, and whether you cover the card fee. Also the payment terms, the issue date, the job-site location, and the rate / quantity / item-total display toggles — those change the document your client is looking at in ways they could notice and dispute.

Always allowed

The title and the notes. Neither can reach the total, so neither is worth freezing.

Allowed one way only

The due date and the online payment options can move, but only in the direction that favours the client. Somebody who has paid half and asks for another two weeks can be given them; they cannot be given less time than they already had.

If the amount genuinely needs to change, that is a change order or a fresh invoice, not an edit.

#Deleting Payments

Manually recorded payments can be deleted from the payment history on the invoice detail page. If you delete a payment that brought the invoice to Paid, the invoice reverts to Sent.

Stripe payments (credit card, ACH) cannot be deleted directly. To remove a Stripe payment, you need to process a refund through Stripe first. See the Online Payments article for details on refunds.

#Online Payments

With Stripe Connect, your clients can pay invoices online using credit cards, ACH bank transfer, or digital wallets (Apple Pay and Google Pay on supported devices). Payments are recorded automatically and the invoice status updates in real time. See the Online Payments article for full details on setup and usage.

#Overdue Tracking

Jobkore automatically flags invoices as overdue when their due date has passed and the balance has not been fully paid. Overdue invoices are highlighted with an orange badge and appear in a dedicated Overdue tab on the invoices list page.

Automatic reminders

Jobkore can send automatic reminder emails to clients with overdue invoices. Reminders are spaced with a 3-day cooldown period to avoid sending too many emails. The reminder email includes a link to view and pay the invoice online.

#Voiding an Invoice

You can void an invoice that has been Sent or Paid by clicking Void in the action bar. Before voiding, all payments must be removed from the invoice. Manually recorded payments can be deleted directly. Stripe payments must be refunded through Stripe first.

Voiding is also blocked when an invoice set the contract value for its project and that project has active change orders — the change orders are priced against it. Any other invoice on the same project (a deposit, a draw) still voids freely.

A confirmation dialog warns that voiding cannot be undone. Voided invoices remain in your records for reference but are excluded from revenue calculations.

If you have QuickBooks connected, voiding an invoice in Jobkore will also void it in QuickBooks automatically.

#Converting from Estimates

The fastest way to create an invoice is to convert an accepted estimate. Open the accepted estimate and click Create Invoice. The new invoice inherits all fields from the estimate:

• Line items and sections
• Discount, deposit, and markup
• Tax rate
• Notes and terms
• Attachments
• Display settings

You can edit any of these fields on the invoice before sending it. The invoice is linked back to the original estimate, which is visible on both the estimate and invoice detail pages.

#Duplicating Invoices

Click Duplicate on any invoice to create a new draft copy. This is useful for recurring work — for example, if you invoice the same client monthly for the same services, duplicate last month's invoice and update the details as needed.