Invoices FAQ

In this article, you will learn about some of the most common questions related to creating and managing invoices in Workiz.

• 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.

• 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:

  • 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.

  • 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.

  • 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.

• 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.

• 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.

• Editing existing invoices in Workiz is simple:

  1. From the sidebar menu, select Invoices
  2. Select the invoice you want to edit
  3. Make your changes

• No, invoice numbers/IDs cannot be changed.

• 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.

• 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.

• 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.

• 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.

• 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.

• In order to send an invoice to multiple email addresses:

  1. Open the invoice you want to send
  2. Select Send
  3. In the To or Cc fields, select an email from the list or enter a new one
  4. Select Send email

• 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.

• 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.