1. Select a Job in the prompt at the top of the main window. If a job does not exist for the customer, create one using the Edit Job form and Edit Job Estimate form. 

2. To enter actual item costs, you can do either of these:

1. Update the actual item costs in the Purchase Entry form and/or the Labor Hours entry form, or
2. Enter the actual item costs, and set the item completion status to "Work Started" or "Completed" in the Job Progress entry form.

3. In the shortcut menu, click Invoice, then Create Invoices.

4. Complete the prompts described below.

1. Select a Job in the prompt at the top of the main window.

2. In the shortcut menu, click Invoice, then Create Invoices. Select the invoice to edit (by date) from the prompt for Invoice.

Note: Only the last invoice entered can be edited or changed! This is because of program logic necessary to manage "partial invoicing".

3. Complete the prompts described below.

Click Email.

The invoice will be sent as a PDF file attachment to the email address that you enter for the customer in the Edit Customer form. You specify the customer for this job in the Edit Job form.

Select "Deleted" if you want to delete an existing invoice.

Note: If you are using QuickBooks integration in batch update mode, the invoice will be saved with status = "Deleted"; the invoice in Smart Contractor and in QuickBooks will then be deleted the next time you Update QuickBooks Data.

Enter or select the date of the invoice.

If you enter an invoice number, the program will display this in the list of invoices at the top of the form, and the invoice number will be printed on invoices. The invoice number will also be copied to invoices in QuickBooks (if you are using QuickBooks integration).

If you do not enter an invoice number, the invoice date will be used as the invoice number, and QuickBooks will automatically assign the next consecutive invoice number when invoices are copied to QuickBooks.

Check the Credit check box to create a "credit invoice" (credit memo). If you are using QuickBooks integration, credit invoices create "Credit Memos" in QuickBooks.

Indicate whether to invoice based on estimated or actual item costs...

• Estimated Cost, except for allowance items, the cost column displays the estimated item cost (plus markups), so invoices are based on estimated item costs. For allowance items, the amount displayed is the actual cost (as entered in the Job Progress form, or the Enter Purchases form and Enter Labor Hours form).

• Actual Cost, the cost column displays the actual item cost (plus markups), so invoices are based on actual item costs. You enter actual costs in the Purchase Entry form and Labor Hours entry form, or the Job Progress form.

Check to summarize item prices by Job Phase.

When you add a new invoice, the item grid displays items with the status you select in the List Items With Status prompt, and items which have not been fully invoiced.

You can invoice less than the full amount for individual items. You might want to do this when you need a draw for an item that has not been completed.

You can change the actual cost of an item after it has been invoiced. The result of this is the same as having invoiced less than the full amount. You can invoice the balance in a later invoice.

When you edit an existing invoice, the invoice item grid displays the list of items in that invoice. You can click the More Items button to add more items to an existing invoice.

If you create an invoice for an item and then later enter an actual cost which is higher than the estimate, and if the item is an Allowance, or the contract type is not "Fixed Sum" (i.e. you need to invoice more for the item), the item will be re-listed in the invoice item grid (as though your previous invoice was a partial invoice) with the invoice amount set to the difference between the amount previously invoiced and the actual costs entered. This will allow you to automatically invoice for the any differences between amounts previously invoiced and actual costs entered.

Displays the estimated item cost without markups or sales tax.

Displays the estimated item cost with item markups (but not sales tax or General Markup).

Displays the actual costs entered to date, without markups or sales tax.

Note: Click in the Act. Cost To Date column to display purchases or labor hours for the item on that line.

Displays the actual costs entered to date, with item markups (but not sales tax or General Markup).

Displays an "X" if the item is an Allowance Item.

Enter a number (beween 0 and 100) to invoice a percent of the item cost. The program will calculate the invoice amount as cost x invoice percent.