Invoice management

TruePro generates an invoice automatically when a homeowner pays for a job through the platform, or once you've completed a direct job you invoice yourself. This guide explains how to access, download, and manage your invoices.

Where to find your invoices

Invoices are accessible from several places:

Invoices — go to More → Invoices in your navigation for a full list of every invoice across all your jobs. Search by invoice number or customer name, or filter by status (Not yet sent, Awaiting payment, Overdue, Paid). Click Export CSV here to download the same list for your accounting records.
Payment dashboard — go to Payments in your navigation. Each payment row has an "Invoice" link.
Customer profile — open a customer under Customers and switch to their Invoices tab to see just that customer's invoices.
Direct URL — invoices have a unique, shareable link you can send directly to the homeowner.

Downloading the PDF

Open the invoice page and click Download PDF. A formatted PDF invoice is generated with your business name, invoice number, line items, VAT breakdown (if applicable), and payment details. You can send this to the homeowner by email or WhatsApp.

Marking an invoice as sent

After you send the invoice to the homeowner, click Mark as sent on the invoice page. This records the date and time the invoice was sent. The "Sent" timestamp appears on the invoice page for your records. This button only appears on direct-job invoices you build and send yourself — an invoice generated automatically for a marketplace (or paid-upfront) job is visible to the homeowner as soon as it exists, with no separate send step.

Marking an invoice as paid

For jobs where payment is received outside the platform (e.g., cash or EFT after a direct job), click Mark as paid once you have received payment. The "Paid" timestamp is recorded. This is separate from the platform payment — it refers to the invoice tracking status, not the payment held by TruePro. Like "Mark as sent," this only appears on direct-job invoices — a marketplace job's payment status is always tracked by TruePro's own escrow, so there's nothing to mark manually.

Invoicing a direct job that wasn't paid before work started

If you logged a direct job yourself and either skipped quoting entirely or the customer never paid up front, there's nothing to invoice until the job is done. Once you mark the job Complete, one of two things happens:

If the job had an accepted quote — TruePro builds the invoice from that quote automatically, and sends it after a short review window (set in Customers → Engagement settings, default: send right away). Use that window to open the invoice and add anything you discovered on site before it goes out — extra materials, more labour than quoted, whatever came up. You can also click Send now if there's nothing to change.
If there was no quote (you skipped straight to scheduling) — you'll see a Generate invoice button on the job page instead. Build it from scratch — add line items just like you would in the quote builder — then send it when ready.

Don't want the automatic part at all? Turn off "Automatically invoice completed direct jobs" in Customers → Engagement settings — every direct-job invoice will then wait for you to build and send it yourself.

Either way, before you send the invoice you choose how the customer pays it — same choice you already make on a quote: Accept payment via TruePro EFT (ticked by default — the customer gets a reference and our banking details, and their payment is held and protected exactly like a marketplace job's) and/or Include my payment instructions on this invoice (your own banking details, "cash on the day," etc. — set these once under Settings → Quote settings → Payment instructions for quotes, they're shared between quotes and invoices). You need at least one switched on to send the invoice.

Once an invoice like this has been sent, the job moves into the Invoiced column on your Kanban board. If TruePro EFT was on, the job settles straight to Paid automatically the moment the customer's payment clears — nothing to do on your end. Otherwise, click Mark as paid once you've been paid (cash, EFT arranged outside the platform, whatever your customer used), or Cancel invoice if you need to go back and change it — that drops the job back to Completed so you can edit and re-send.

If a customer paid via TruePro EFT on the original quote instead — before the job was even completed — it skips this whole waiting step and settles straight to paid the moment that payment clears.

Extra work found after the customer's already agreed

Found more than you quoted for once you're on site — a marketplace job's escrow already paid, or a direct job's quote already signed off? Rather than trying to change the original quote, look for a Log extra work action on the job page. It creates a new, linked job just for the additional scope, which you quote and invoice exactly like any other direct job — the customer can agree and pay immediately, agree and pay once it's done, or (for genuine on-the-spot/emergency work) you can just do it and invoice them afterwards. The original job stays untouched, and both jobs show a link to each other so you can always see they're related.

One exception: if you logged a direct job yourself and marked the quote "already accepted" (no formal sign-off from the customer) and it hasn't been paid yet, you can just edit that quote directly and re-send it — no need for a linked job in that case.

Invoice numbering

Invoices are numbered sequentially in the format INV-YYYY-NNNNN (e.g. INV-2026-00042). Numbers are assigned when the invoice is first created and cannot be changed.

VAT on invoices

If your business is VAT-registered and you had "VAT-registered business" toggled on when you built the quote, the invoice will show the subtotal, 15% VAT, and the total separately. Your VAT number is also shown. If you are not VAT-registered, no VAT line appears on the invoice.

Automatic payment reminders (30-day terms invoices)

For invoices on 30-day payment terms, TruePro automatically chases payment on your behalf so you don't have to. Once an invoice's due date arrives, the homeowner receives an email (and a WhatsApp message, if they haven't opted out) letting them know payment is due, with a link straight back to the job so they can see what they owe. Further reminders go out on the schedule you've set in Customers → Engagement settings (3, 7, and 14 days after the due date by default).

Every reminder sent is logged on the invoice page under Automatic payment reminders, so you always know exactly what the homeowner has been told and when. If you'd rather chase a particular invoice yourself — a long-standing client, a payment plan you've agreed by phone — click Suppress reminders on that invoice to stop automatic chasing for it. Click Re-enable reminders at any time to turn them back on.

Knowing what the customer has done with a reminder

Once at least one reminder has gone out, the invoice page shows a Tracking timeline: Email sent → Opened → Link clicked → Paid, with a warning if it's gone unopened for 24 hours or opened but not clicked for 48 hours. From there you can Resend the reminder immediately, or Log a call note if you're chasing it by phone instead — both without leaving the invoice page.

Turn the "notify me when a customer opens a quote/invoice" notification on or off in Customers → Engagement settings.