In this article, you will learn about some of the most common questions related to creating and managing invoices in Workiz.
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While you can update the client name on an invoice by editing their profile, changing the client entirely on an existing invoice is not possible. Updating the name will keep the invoice under the original client profile — it does not create a new client or transfer the invoice to a different client. If the invoice needs to be associated with a different client, you will need to create a new invoice under the correct client.
Depending on the situation, it may be best to recreate the invoice under the desired client.
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Invoices are a great way to provide clients with a clear and comprehensive breakdown of services rendered. Assuming you have added line items to your invoice, there is no reason it should appear as completely blank to your clients.
Here are some potential scenarios that may result in an invoice that is empty or has fewer items than expected:
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You're working with an estimate and haven't synced the estimate to the job
Workiz supports various workflows designed to help maximize your efficiency. This includes creating a job, creating an estimate from that job, and then creating an invoice from that job. If you are adding line items to an estimate, please be sure to sync the estimate items to the job itself. After creating an invoice from the job, items will automatically sync both ways between the invoice and the job itself. Estimate items, however, will not sync automatically.
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You added flat rate items to your invoice
Workiz allows you to add flat rate items directly to a job, which can then appear on an invoice. Flat rate items are a type of item group that typically contain multiple line items (e.g., individual parts, labor, etc.) but are displayed as a single line item on the invoice for simplicity.
If you added a flat rate item to a job and want all the items to be displayed instead, consider converting your item group into one that displays individual items.
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You are working with the wrong invoice
Although unlikely, it's possible you may be working with the wrong invoice. Please be sure that you have sent the correct invoice to your client.
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You're working with an estimate and haven't synced the estimate to the job
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It’s likely that this invoice was created directly from a job rather than as a standalone invoice. The job was originally tied to one client, but the client name may have been manually changed at the job level. However, all documents (e.g., estimates, invoices) generated from this job will use the client name saved in the client profile, not the name updated at the job level. This is why you’re seeing a discrepancy in client names.
This is designed for situations where the point of contact at the job site differs from the person that actually booked the job, ensuring that there is a difference between the billing and service details on your documents.
To ensure the client names match across the job and documents, you will need to change the name saved at the client-profile level.
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No, clients cannot see invoices in the client portal if you have not sent them through Workiz. Even if they have access to the portal through a link for a previous invoice, they will only see invoices that you sent.
Please note that as a Workiz admin, when you access a client’s portal, you’ll be able to view all relevant documents, including those not yet sent to the client. This is due to your elevated access level as an admin.
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Editing existing invoices in Workiz is simple:
- From the sidebar menu, select Invoices
- Select the invoice you want to edit
- Make your changes
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No, invoice numbers/IDs cannot be changed.
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In order to connect an invoice to a job, the invoice must be created directly from the job itself. Workiz does not allow you to retroactively sync an existing invoice to a job. Once a standalone invoice has been created, it must remain a standalone invoice.
Depending on the situation, it may be best to recreate the invoice from a job and delete the original standalone invoice.
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Your invoice document template may include a space for both a billing and service address. The addresses that appear on actual invoices are generated automatically based on the information you have stored for a job and/or client. In Workiz, the service address for an invoice is pulled directly from the job details. This means that if you are working with a standalone invoice that isn't connected to a job, the space for your client's service address will be blank.
If you need the service address to appear on the invoice, you need to create the invoice from a job.
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No, multiple invoices cannot be merged into a single invoice. However, you can manually consolidate them by adding all the line items from each invoice onto one new invoice.
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Tags in Workiz can be applied to jobs, clients, and phone calls, but not directly to invoices. To indirectly tag an invoice, you can create the invoice from a job and apply tags to the job instead.
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Invoice payment terms (e.g., net 14, due upon receipt, etc.) can be set in three ways: as an account-wide setting, a client-specific setting, or on an individual invoice. All clients follow the account-wide setting unless manually updated in their profile.
For standalone invoices, the payment terms will always be based on the invoice's original creation date.
For job-connected invoices, the payment terms may be configured at the account level to be based on the job creation date or the original job scheduled date.
To learn more about setting payment terms for invoices, please see this article.
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In order to send an invoice to multiple email addresses:
- Open the invoice you want to send
- Select Send
- In the To or Cc fields, select an email from the list or enter a new one
- Select Send email
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Yes, Workiz allows you to import invoices — typically during your onboarding period. The process requires you to submit a CSV or XLS/XLSX file to our technical support team. These files can include information such as client details, invoice creation date, and payment information.
To learn more about importing invoices to Workiz, please see this article.
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Invoices from Workiz may not be syncing to QuickBooks Online for various reasons, including missing clients, line items, and more. To learn more about resolving common invoice syncing errors, please see this article.
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If you would like to remove images from a line item on an invoice, you will first need to remove the image from the item at the price book level.
- From the sidebar menu, select Price book
- Select the item you want to edit
- Next to the item image, select the pencil icon > Delete
- Select Save
The image for this item will be removed and will automatically update across all active invoices that contain this item.
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It is not possible to collect a deposit directly on an invoice. Deposits can only be collected on estimates. If possible, re-create your invoice as an estimate to set up a deposit. To learn more about setting estimate deposits, please see this article.
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Yes, it is possible to collect multiple payments on an invoice. This can be done in a structured and unstructured way.
To collect multiple payments in an unstructured way, you can simply ask your client to only pay part of the invoice by changing the payment amount in the client portal.
If you'd prefer a more structured approach with specific amounts or percentages due at specific points in time, you can set up a payment schedule using progressive billing. Payment schedules can only be set up for job-connected invoices, not standalone invoices. To learn more about setting up progressive billing, please see this article.
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The status of your invoice (e.g., due, overdue, paid) will automatically change based on:
- The due date for the invoice
- Whether the full balance has been paid
All invoices will automatically be set to due upon creation. They will automatically change to past due if the invoice balance was not paid prior to the due date.
To change an invoice from past due back to due, you can change the due date for the invoice from the invoice page.
- Open the invoice you want to update
- Under the line items, selct the field next to Due
- Change when the invoice is due and select Save
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Yes, you can send a receipt when collecting payments in Workiz.
If you are collecting an online payment through the client portal, your client will automatically receive a receipt via email.
When manually entering a payment in the Workiz web app, you’ll see an option to send a receipt. This checkbox is selected by default for all accounts and cannot be set to remain unchecked. If you do not want to send a receipt, simply uncheck the box before submitting the payment.
If you prefer not to send receipts at all, you can add the payment directly to the job. This method does not automatically send a receipt to the client.
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The business address, phone number, or company name that you see on your invoice is likely being sourced from the information that you have saved in your account settings. To change this information:
- From the top navigation bar, select your profile icon > Account
- Change your business details and select Save
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You can send bulk invoices from the Invoices page.
- From the sidebar menu, select Invoices
- Check the box for all the invoices you want to send in bulk
- Select Send invoice
- Send your invoices via text or email
Please be aware that invoices will only be delivered if the corresponding contact info is saved to the client's profile. For example, if you're sending bulk invoices via email, the client must have an email address on file. If you're sending via SMS, the client must have a phone number on file.
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It is not possible to create multiple invoices for one job. You can, however, create a payment schedule using progressive billing to ensure that your client can make split payments for a single invoice tied to a job. To learn more about progressive billing, please see this article.
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Any job that has line items but does not have an invoice associated with it will be categorized as "needs invoice".
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Invoices can only be deleted, not voided. Please be aware that deleting is a permanent action. Deleted invoices cannot be recovered.
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While you can create multiple custom documents that resemble invoices, only one document can function as an actual invoice within the system. This default invoice template is the only one connected to reporting, automations, and payment processing.
Custom documents are great for sharing information with clients but won’t trigger the same functionality. To learn more about creating and using custom documents, please see this article.