📱 💻 Platform Availability: Available on both Desktop and Mobile
Article Content:
Overview
The Invoices tab is where you send payment requests, track what's been paid, and follow up on anything overdue. Invoices can be created from scratch, or generated directly from an approved quote — inheriting all line items automatically.
Like the rest of Rebolt's CRM, invoices are fully accessible on both desktop and the Rebolt Mobile App.
On desktop: Go to Invoices in the left nav.
On mobile: Open the app, tap the ↕ icon (far right of the bottom bar), then select Invoices.
Invoices List (Desktop & Mobile)
Desktop
Three summary cards at the top give you a real-time financial snapshot:
Awaiting Payment — invoices that have been sent but not yet paid, with total value and count.
Overdue — invoices past their payment terms (net 30, on receipt, etc.).
Paid — payments received but still processing to your bank. This number reflects what's expected to land today or the next day — it resets as funds clear, so you always see what's incoming rather than a running total.
Click any card to filter the list. Click again to clear.
The invoice list shows: Invoice #, Client, Job, Due Date, Amount, Created date, Status, and Actions. Both invoices (INV-) and deposits (DEP-) appear in the same list. Use the search bar to find by client name or invoice number, or use Filters to narrow further.
Mobile App
The mobile Invoices list shows each invoice as a card with client name, amount, job title, date, invoice number, and a status dot. Filter chips at the top let you switch between All, Draft, Awaiting Payment, and Overdue.
Invoice Statuses
Draft — created but not yet sent to the client.
Sent — delivered to the client, awaiting payment.
Overdue — past the payment deadline set by the payment terms.
Paid — payment received and processing.
Void — canceled invoice, no longer collectible.
Create an Invoice
Desktop
Click Create invoice (top-right). The creation flow walks through 7 steps:
Choose a client — search by name, email, or phone. Existing clients show their status (Active, Lead). You can also create a new client inline.
Attach a quote (optional) — if the client has an existing quote, select it and the invoice will inherit all line items automatically.
Add line items — add services from your Pricebook or create one-off items. Adjust quantities and pricing as needed.
Payment terms — set when payment is due: on receipt, net 15, net 30, etc.
Attachments & Notes — attach files or add internal notes.
Review — confirm all details before sending.
Send — deliver to the client.
Mobile App
Tap + (bottom-right) and select Invoice. The mobile flow is 4 steps:
Add Client — search by name, phone, or email. Recent leads appear at the top for quick selection. Also set payment terms and accepted payment methods (Cash, Card, ACH) from this screen.
Details — add line items.
Attachments & Notes — attach files or add a note to the invoice.
Review & Send — confirm and send to the client.
Creating from a Quote
When a client has an approved quote, creating an invoice from it is the fastest path — select the quote during invoice creation and Rebolt inherits all the line items automatically. You skip directly to setting payment terms.
Handling optional line items: If the quote included optional line items that the client didn't select, they'll appear on the invoice for your review. You can delete them or approve them (which adds them to the invoice total) before sending.
You can also create an invoice directly from a job. Open the job detail page and click Create new → Invoice. This is the most common path — you can invoice at any point in the job lifecycle, not just after all appointments are complete.
Editing Invoices
Line items on an invoice can be edited at any time — even after the invoice has been sent. Change quantities, adjust pricing, or swap items as needed. Nothing is locked in permanently.
Altered line item indicator: When a line item has been changed from what was on the original quote, a yellow dot appears next to it as a visual flag — so you always know which items differ from what the client originally agreed to.
Deposits
Deposits (DEP-) are a type of partial invoice you can send before the full job invoice is issued — useful for collecting upfront payment before work begins. They appear in the same Invoices list as regular invoices and follow the same statuses.
When you're ready to send the final invoice for a job, any collected deposits are reflected in the payment sidebar on the job detail page under Paid, reducing the Remaining balance automatically.
Recording a Manual Payment (Cash or Check)
If your client pays in cash, by check, or through any method outside Rebolt Pay, you can manually mark the invoice as paid to keep your records accurate.
Find the invoice in your Invoices list.
Click the three-dot menu (⋯) on the right side of the invoice row.
Select Mark as paid.
Confirm the action. The invoice status updates to Paid immediately.
Note: Manually marked payments are for record-keeping only — no funds are transferred through Rebolt for these transactions. They do not go through Rebolt Pay.
Works for Draft invoices too. You can mark a Draft invoice as paid without sending it to the client first — useful when a client pays in person before you've formally delivered the invoice.
Payout Timing
Once a client pays an invoice through Rebolt Pay, here's when to expect the funds in your bank account:
Payment Method | Typical Payout Time |
Credit / Debit Card | ~3 business days (T+1 processing + bank transfer) |
ACH / eCheck | ~7 business days (T+4 processing + bank transfer) |
The Paid card on your Invoices dashboard reflects payments that are processing and expected to land — it resets as funds clear, so it shows what's incoming rather than a cumulative total. If a payment seems delayed beyond these windows, contact Rebolt Support.
Pro Tips
Invoice early — don't wait for job completion. You can send a deposit or invoice the moment a job is created. The sooner the client has something to pay, the sooner you get paid.
Use the Overdue filter regularly. Make it a weekly habit to check the Overdue card and follow up on outstanding balances before they age further.
Convert quotes directly to invoices. When a quote is approved, creating the invoice from it takes 30 seconds — the line items are already there.
Use deposits for large jobs. Collecting 25–50% upfront protects you and keeps the client committed before you mobilize.
Check the yellow dot before sending. If you've adjusted line items from the original quote, the altered-item indicator is your reminder to confirm the changes are intentional.