Payments & Invoicing
Nobody built this invoice.
The booking did.
It exists from the moment the inspection is created, priced by the rules that were already set. Nothing is reassembled at the end of the job.
Invoice #1042Inspection #4128
412 Ridgeway Dr, Cypress, TX 77429
- Standard Home Inspection$500.00
- Radon Test$160.00
- Foundation TypeSmart$100.00
- Square Footage 2000 to 2500Smart$75.00
- Age older than 1970Smart$65.00
- Complete Inspection PackageRadon bought with the standard inspection−$45.00
- Coupon REPEAT1010% of the discounted services−$85.50
- Subtotal$769.50
- State tax6% of the subtotal$46.17
- County tax1.5% of the subtotal$11.54
- Total$827.21
Created with the inspection, not after it.
Every line names the rule that put it there
The price was decided by the rules you set, against what this property actually is. The invoice is that decision written down.
- FoundationCrawlspace
- Square footage2,240
- Year built1968
- PoolNo
- Distance17.6 miles
Foundation Type
Foundation Type = Crawlspace
+$100.00
Square Footage 2000 to 2500
Square Footage between 2,000 and 2,500
+$75.00
Age older than 1970
Year Built before 1970
+$65.00
Square Footage 3500
Square Footage over 3,500
Did not apply
Pool
Pool / Spa = Yes
Did not apply
Trip Fee
Distance over 30 miles
Did not apply
Three of the six rules matched this property. The other three are on the page so you can see they were checked, not skipped.
Money in and money out, on one record
What the client pays and what the team is owed come off the same subtotal. They are two views of one sale, not two systems reconciled at month end.
Money in
- Services and rules$900.00
- Package and coupon−$130.50
- Subtotal$769.50
- Tax, the state's money$57.71
- The client pays$827.21
Money out
- Commission pot on the subtotal$307.80
- Vendor and company fees−$118.10
- Shared between the two who performed it$189.70
- Each provider$94.85
The tax is the state’s money and never enters anybody’s pay.
Where the money actually is
The state of an invoice belongs to the inspection, so nothing has to be checked somewhere else and typed back in.
Paid
Settled in full.
Due
Issued, not yet at its date.
Past due
The date has gone by.
Partially paid
Some of it has landed.
Partially refunded
Part of it went back.
Refunded
All of it went back.
Voided
Cancelled before it counted.
Overpaid
More arrived than was asked for.
Eight states, and one of them is the answer to “why has this not been settled” on any job you open.
The payments that are not a card
Most of what goes wrong with getting paid is not the card. It is the cheque somebody took at the door, the refund on a cancelled job, and the report that went out before the invoice was settled.
Each of those is a state the inspection already holds.
A cheque or cash
Marked paid by hand, by whoever took it. The invoice moves to paid and the inspection knows.
A refund, whole or part
Full, or an amount up to what was actually paid, with a reason recorded against it. Cancellations refund on their own where the setting says so.
Not paid yet
The report is held until the invoice and the agreement are settled. The client can see it exists and cannot open it.
Common questions
What happens when a client pays by cheque?
Whoever takes it marks the invoice paid, and the inspection moves with it. There is no second place to update, which is the only part of this worth saying out loud.
Does the invoice change if the job changes?
Yes. Add a service or change a condition on the property and the lines follow, because the invoice reads the sale rather than a copy of it.
Who can issue a refund?
Whoever has the permission for it. A refund is full, or an amount up to what was actually paid, and the reason is recorded against the invoice rather than remembered.
What does the client see before they have paid?
That the report exists and that they cannot open it yet. The invoice and the agreement have to be settled first, which protects the work you have already done.
Does an invoice exist before the inspection happens?
Yes. It is created with the inspection, so the money side of the job is real from the moment it is booked rather than from the moment somebody remembers to raise it.
Does it go into our accounting software?
Invoices export from the invoice list. We are not going to tell you it reconciles itself into your ledger, because that is your accountant's system and not ours.
Bring us the invoice you argue about
The job with the surcharge a client always questions, or the one nobody can explain three weeks later. We will show you where every line on it came from.
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