Invoices

A subtitle under the page title shows how many invoices are open, what they are worth and how many are overdue.

Each row shows the invoice with its linked job number, the issued date, customer, status, tag, due date and amount. Select rows to change status, add or clear tags, or delete in bulk.

Overdue is automatic. An Open invoice whose due date is before today, in your business time zone, shows an Overdue badge.

An invoice with payments on it cannot be deleted, one at a time or in bulk. Bulk delete skips it and tells you to void it instead.

• From a job: open the job and select Create invoice. The invoice copies the job's line items and payment terms.
• From scratch: select New invoice, then choose the customer, optional tags, a Due date and line items.

In the line item editor, Add from products fills a line from your saved products. If a job's total changes after its invoice exists, MeridianOS™ asks whether to update that invoice too.

Invoices have no tax, discount or deposit fields. To collect part of the total, record a payment for less than the balance.

Default payment terms in Settings starts as Due upon receipt. The list also offers 7, 15, 30, 45 and 60 days, End of month, End of next month and custom options you add.

• Terms can be set on a job. Invoices created from that job use them.
• Terms can be changed on a single invoice.
• Terms print on the PDF.

The Due date is a separate field that you set yourself. Choosing payment terms does not fill it in.

Select Send to customer, then choose email, text message or both.

• Sending moves a Draft to Open, sets the issued date and stamps the last sent date.
• A Void invoice cannot be sent.
• Invoice emails and reminders are recorded in the Email Log.
• Invoice emails are on by default and have a switch in Settings.

The PDF shows your company name, address, phone, email and logo, then the invoice number, payment terms, due date, amount due and who it is billed to. A services table lists quantity, unit price and amount, then Subtotal, Paid and Amount Due. A Terms & Conditions link saved in Settings prints as See our Terms & Conditions.

1. Select Record payment on the Balance due card.
2. Check the Amount. It is pre-filled with the balance, and you can enter any smaller amount.
3. Choose the Method: Card, Cash, Check or Other. Bank (customer pays) also appears when bank payments are on.
4. Add an optional Tip and a Note, such as a check number.
5. Confirm. For Card, a secure Stripe card form opens to charge the customer.

• Paid and Balance due update after each payment. The invoice turns Paid on its own once payments cover the total.
• Setting the status to Paid by hand adds a balancing Marked paid payment. Changing the status back removes only that entry.
• Edit payment changes the amount, method or note. On a Stripe payment, the edit updates the record here only, with no refund or charge to the card.
• A payment that Stripe reports twice is recorded once.

A customer's card is saved when they pay an invoice online by card. Charge card on file then appears on their invoices while Stripe is connected. It charges the balance, plus an optional tip and fee, and the charge happens immediately.

If the customer's bank requires authentication, MeridianOS™ tells you to send the customer the invoice link so they can pay directly.

Reminders are off by default. In Settings, turn on Automatically email customers about unpaid invoices.

• Each reminder carries the invoice PDF and the payment link.
• Days are counted from when the invoice was sent or issued. The due date does not change the timing.
• The reminder also goes by text when automatic invoice texts are on.
• The customer needs an email address on file.

Each recurring job series has a Billing setting. See Jobs.

• The invoice covers that period's visits and arrives open and unsent, ready for your review.
• Several series for one customer combine into one invoice.
• Each line shows the visit count, the period, the schedule and every visit date. Cancelled visits are left out.
• Count revenue in chooses between The month the work was done and The month it is billed.
• Each period is billed once, so the same visits never land on two invoices.

Recurring invoices are not sent for you and cards are not charged for you. This is not subscription billing.

Once an invoice is fully paid, MeridianOS™ checks its job.

• The job is marked Completed if it was scheduled for today or earlier and has no other unpaid invoice. Future-dated jobs are left alone, so work paid for in advance stays on the schedule.
• The customer's last service date updates.
• The job-completed message and the review request go out if you have them turned on.
• On a recurring invoice, the visits covered by that billing period are completed.
• A scheduled check also completes past jobs that already have a paid invoice.