Invoicing & Payments

The Invoices module enables you to bill customers quickly, track receivable aging, and accept credit card payments online.

Generating Invoices

Invoices can be created in three primary ways:

1. From Completed Work Orders

Once field crews complete a job or work order milestone, click Generate Invoice.
PrairieHQ pulls in the customer billing profile, tax settings, and line items (with quantities, unit prices, and discounts).

2. Batch Billing for Recurring Contracts

At the end of each billing cycle (e.g., end of month), go to Financials → Invoices → Batch Generate.
PrairieHQ identifies all active recurring contracts due for billing and generates monthly installment invoices in one action.

3. Manual Invoices

Click + New Invoice to create an ad-hoc bill with custom line items.

Sending Invoices to Clients

Email Delivery: Send an automated email with an attached PDF and a secure link to the Client Portal.
Payment Link: Clients can click the link and pay immediately via credit card or ACH (powered by Stripe).
Tracking: View when an invoice was emailed, opened, and paid.

Managing Payments & Account Aging

Record manual checks, bank transfers, or cash payments under Record Payment.
Filter the invoice table by status: Draft, Sent, Paid, Partially Paid, or Overdue.
Generate Accounts Receivable (A/R) aging reports to identify overdue accounts (30, 60, 90+ days).