Creating Invoices

Create invoices to bill clients for completed work.

From a Job

The easiest way:

1. Open the completed job
2. Click Create Invoice
3. Line items are pre-filled from the job
4. Review and adjust if needed
5. Save

From a Visit

Invoice for a specific visit:

1. Open the completed visit
2. Click Create Invoice
3. Only that visit's work is included

Manual Invoice

Create an invoice without a job:

1. Click + New Invoice
2. Select client
3. Add line items manually
4. Set due date
5. Save

Invoice Details

Click to enlarge

The invoice detail view displays all billing information including itemized services, tax calculations, and payment tracking

Line Items

Each line shows:

• Description
• Quantity
• Unit price
• Line total

GST

By default, the GST Included in Prices option is enabled, meaning prices entered include GST. YardPilot automatically calculates and displays the GST-exclusive subtotal and GST amount.

To enter prices excluding GST (with GST added on top), uncheck GST Included in Prices in the line items section.

Due Date

Set based on your payment terms (Net 7, Net 14, Net 30, etc.).

Editing Invoices

What you can edit depends on the invoice status:

Draft Invoices

All fields are fully editable:

• Contact/client
• Line items (add, edit, remove)
• Due date
• Service date
• Notes and internal notes
• Discount
• GST settings

Sent, Viewed & Partially Paid Invoices

Once an invoice has been sent to a client, most fields are locked to maintain accuracy. You can still edit:

• Notes - Update client-facing notes
• Internal notes - Add notes for your team
• Due date - Extend the due date (but not shorten it)

Cannot Be Changed

After sending, you cannot change:

• Contact/client
• Line items
• Service date
• Discount
• GST settings

If you need to make significant changes, consider voiding the invoice and creating a new one.

Paid & Void Invoices

Fully paid and voided invoices are read-only. No changes can be made.

Lock Payment Terms

Enable Lock payment terms after partial payment in Invoice Settings to prevent due date changes once a partial payment is received.

Next Steps

• Send the invoice to your client