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Invoice form: every box
The New invoice / Edit invoice pop-up: customer, type, dates, repeats, lines, discount, tax, notes, reminders and sending.
On this page
Contractor Hub → Invoices → New invoice (or the + menu → Invoice, or a button on the quote’s status line). Paid and void invoices open read-only. The look of the invoice is set in Settings → Invoice design.
You write the invoice on the left and see exactly what the customer gets in a live preview on the right. Deposits are made automatically when a quote is signed; use this form for partial, final, recurring or other invoices.
Before you start
- To let customers pay by card or bank, connect Stripe in Settings → Get paid online (key guide: get-stripe-keys).
Fields
Main
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Customer (client) |
Who is billed. Locked when the invoice comes from a quote. | Type a name and pick it. | |
Type (kind) |
Kind of invoice. | Pick one. Choices: Deposit; Progress; Final; Recurring / maintenance; Other. | Final |
Title (title) |
Shown on the invoice and in lists. | e.g. Spring clean-up – final payment. | |
Invoice date (date) |
Date printed on the invoice. | Today | |
Due (due) |
Payment due date. Quick buttons set it from the invoice date. | Pick a date or press a terms button (due on receipt, Net 7, Net 15, Net 30). | Date + your default net days |
Repeats (recur) |
Makes a repeating invoice. Choosing a repeat while Type is Final changes Type to Recurring. | Pick one. Choices: One time; Every week; Every 2 weeks; Every month; Every 3 months; Every year; Custom…. | One time |
Every (number + unit) (every) |
Only for Custom: how often. | e.g. 6 weeks. Units: days, weeks, months, years; number 1-365. | 6 weeks |
Lines
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Item or service (name) |
What you are billing. | ||
Quantity (qty) |
How many. | 1 | |
unit (unit) |
Unit label; only if your Invoice design shows the unit column. | ||
Rate (rate) |
Price per unit; line amount = quantity x rate. | Dollars. | 0 |
Details (optional) – shown under the line (desc) |
Extra words under the line. | ||
Service date (date) |
Only if your design shows the date column. | ||
Taxable (taxable) |
Shown when sales tax % is above 0; unticked lines are not taxed. | On | |
| Move up / Remove line / + Add line / Add service | Reorder, delete, add a blank line, or add a line from a service template (a billing frequency sets Repeats). |
Totals
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Discount (amount + $ or %) (discount.value, discount.type) |
Takes a dollar amount or percent off the subtotal. | e.g. 10 and %. | 0 / $ |
Discount label (discount.label) |
Name for the discount on the invoice. | e.g. Loyal customer discount. | |
Sales tax % (taxPct) |
Tax rate for this invoice; applied to taxable lines after the discount. | e.g. 6.35. (The default comes from Invoice design.) | Your Invoice design default |
Custom fields, notes, payment instructions & terms (arrow section)
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Custom fields: Label / Value (fields[]) |
Extra lines such as PO number. + Add a field adds one. | Label: PO number; Value: 4417. | From Invoice design |
Notes (notes) |
Anything the customer should know. Blank uses the design default. | ||
How to pay (payment) |
Payment instructions text. | e.g. Checks payable to … | Design default |
Terms (terms) |
Payment terms. | Design default | |
Thank-you message (thanks) |
Closing line. | Design default |
Reminders & messages (arrow section)
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Reminders (remind) |
Choose your default plan, a custom plan for this invoice, or none. | Pick one. Choices: My default plan; Custom for this invoice; No reminders. | My default plan |
Reminder row: tick, days, before/on/after due, email/text/both (reminders[]) |
One row per reminder. “on the due date” hides the days box. Text and Both warn if text messaging is not set up. | e.g. 3 days after due by email. | From Invoice design |
Edit message: Email subject / Email / Text message (subject, email, sms) |
Wording of that reminder. Tap the code chips to insert {customer_first_name}, {customer_name}, {invoice_number}, {invoice_title}, {invoice_amount}, {invoice_due_date}, {days_late}, {days_until_due}, {invoice_link}, {company_name}, {contractor_name}. Texts add “Reply STOP” and never go out overnight. | ||
| Send me a test / + Add a reminder / remove | Sends the reminder to you, adds a new one (10 days after due, email) or removes one. |
Actions
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Save draft | Saves without sending. Needs a customer. | ||
| Save & send / Save & send again | Asks how to send, then sends. | ||
Send the invoice: Send by (channel) |
Email, Text or Both (text needs text messaging and a plan that includes it). | Choices: Email; Text; Both. | |
Send the invoice: Message (optional) (message) |
Your own wording instead of the usual message; merge tags like {customer_first_name} and {invoice_link} work. | ||
| Copy link / Print-PDF / Mark paid / Void | Copy the pay link; print; record a payment (“Paid how?” box such as cash, check #, Venmo); void (you must write a reason of at least 3 characters, which stays in the log). |
Steps
- Open New invoice and choose the Customer.
- Pick the Type, type a Title and check the dates; use a terms button for Due.
- Fill the lines: item, quantity, rate. Use Add service for template lines.
- Add a Discount and the Sales tax % if needed.
- Open the arrow sections to add custom fields, notes, payment instructions, terms or a thank-you.
- Choose a reminder plan under Reminders & messages.
- Watch the live preview, then press Save draft or Save & send.
- To record a payment received outside VisionScaper use Mark paid.
If something goes wrong
- “Choose the customer” means the typed name was not picked from the list.
- “Set how often the custom repeat goes out.” Fill the Every number.
- Paid and void invoices cannot be edited.
- Text options are greyed out until text messaging is set up.