Work orders never invoice automatically
A work order is a one-time job — a repair, an equipment install, a filter clean. Unlike flat-rate maintenance jobs, work orders never invoice automatically: completing one puts it in front of you for a billing decision — send it its own invoice, add it to the customer's next maintenance invoice, or mark it as billed. The Work Order Billing page is where one-time job billing happens, including deposits.
Require a deposit before work begins
Work orders can require a deposit — a flat amount or a percentage — before work begins. Default deposit due dates are part of the payment terms on the Invoice Configuration page, alongside invoice due dates.
Bill a completed work order
Completed work orders waiting to be billed appear on the Work Order Billing page, with a count in the sidebar. From there (or from the work order's own page, which has a Create Invoice button), create the invoice and send or charge it like any other — see create and manage invoices.
Invoice All: bill every completed work order at once
When several completed work orders are waiting, the Invoice All (N) button next to the pending total on the Work Order Billing page batches them in one go. It opens a Bulk Create Invoices dialog that previews every eligible work order with its customer and amount, then click Create All Invoices and watch each one succeed (or fail) with a progress bar.
- Only work orders with all tasks complete are included in the bulk run.
- Work orders with open tasks show an amber "N tasks remaining" warning badge in the list — they're left out of Invoice All, but you can still invoice one individually with its own Create Invoice button if the remaining tasks are intentional.
- Each invoice uses the payment method, auto-pay, and fee-passing settings configured on its job, and paid deposits and discounts are applied automatically.
- Any failures are listed with the reason when the batch finishes, so you can fix and re-run just those.
Mark as Billed: it was paid some other way
Sometimes a completed work order was already billed outside its own invoice — its charge was queued on the customer's monthly maintenance invoice, or the customer paid in cash on the spot. Mark as Billed clears it from the awaiting-invoicing list and the sidebar count without creating an invoice.
- 1On the Work Order Billing page, click Mark as Billed on the work order's row — or use the same button next to "Create Invoice" on the work order's own page.
- 2Confirm. The work order leaves the awaiting-invoicing list and the sidebar count.
- 3Changed your mind? The work order's page shows a "Marked as Billed" banner with an Undo button.
Work orders that already have an invoice can't be marked as billed — the invoice is the billing record.
Add to Next Maintenance Invoice: bill a repair on the monthly bill
A repair does not have to go out as its own invoice. On a completed work order that has not been invoiced yet, Add to Next Maintenance Invoice — the button sitting next to Create Invoice, both on the work order's own page and on its row on the Work Order Billing page — queues the work order's charges onto the customer's next monthly or weekly maintenance invoice, so the customer gets one bill instead of two.
- 1Open the completed work order (or find its row on Work Order Billing) and click Add to Next Maintenance Invoice.
- 2A window titled "Add to the next maintenance invoice?" names the maintenance job the charge will ride on and the date that invoice bills. If the property has more than one monthly or weekly maintenance job, choose which one.
- 3When that maintenance job is on auto-pay, the window says so — the repair is charged to the card on file along with the rest of that invoice.
- 4Click Add to Invoice. The work order leaves the Work Order Billing list and the sidebar count immediately; no invoice is sent for it now.
The work order then shows a "Billing with maintenance on [date]" badge and a matching banner with a View maintenance job link, so it reads as handled rather than forgotten. On the maintenance job, the charge appears in the Queued for Next Invoice card labelled From work order, with a link back. When that maintenance invoice generates, the repair is on it as its own line items.
Changed your mind? The Undo button on the work order's banner pulls the charges back off and returns the work order to Work Order Billing. Undo is available right up until the maintenance invoice generates — after that, edit the invoice itself.
This is a per-work-order choice made at billing time. There is no company-wide setting and no setting on the work order itself, and nothing happens on its own: a completed work order still waits for you either way.
When a work order has to be invoiced on its own
A few work orders have to keep their own invoice. On the work order's page the Add to Next Maintenance Invoice button is greyed out and hovering it gives the reason; from the Work Order Billing row the button still opens, and the window says why instead. The reasons:
- The work order requires a deposit. The paid deposit is credited on the work order's own invoice, so those charges cannot ride along on the maintenance invoice.
- The work order came from a quote with a QuickBooks estimate. QuickBooks converts that estimate into its own invoice, so the work order keeps its own invoice too.
- There is no monthly or weekly maintenance job at that property. Per-visit maintenance jobs bill completed visits rather than on a fixed date, so there is no upcoming invoice for the repair to join — see maintenance billing modes.
In those cases use Create Invoice as normal, or Mark as Billed if you collected the money another way.
Queue a charge by hand without a work order
You can also add an ad-hoc charge straight to a customer's next bill without tracking a work order at all. Open the maintenance job, find the Queued for Next Invoice card, click Add charge, and enter a description and amount. It becomes its own line item when the next monthly or weekly invoice generates. That card only exists on monthly- or weekly-billed maintenance jobs, not per-visit jobs — see maintenance billing modes.
Frequently asked questions
Will a completed work order invoice the customer automatically?
No — work orders never invoice automatically. Completed work orders wait on the Work Order Billing page until you create an invoice, add them to the next maintenance invoice, or mark them as billed.
Does a repair have to go out as its own invoice, or can it go on the monthly bill?
It can go on the monthly bill. On the completed work order, click Add to Next Maintenance Invoice (next to Create Invoice, on the work order page or its Work Order Billing row), confirm the maintenance job and billing date, and the repair's charges are queued as line items on that customer's next monthly or weekly maintenance invoice. No separate invoice is sent. Work orders that require a deposit, or that came from a quote with a QuickBooks estimate, must still be invoiced on their own.
I added a work order to the maintenance invoice by mistake — can I take it back off?
Yes. Open the work order and click Undo on its "Billing with maintenance" banner. That removes the queued charges and puts the work order back in Work Order Billing. Undo works until that maintenance invoice generates.
If the maintenance job is on auto-pay, does the repair get charged automatically too?
Yes. A work order added to the maintenance invoice is charged on the maintenance job's card on file with the rest of that invoice. The confirmation window tells you when auto-pay is on before you commit.
Can I take a deposit before starting a repair?
Yes — work orders can require a deposit, flat or percentage, before work begins. Deposit due dates are set with your payment terms on the Invoice Configuration page.
Can I invoice all my completed work orders in one click?
Yes — Invoice All on the Work Order Billing page batch-invoices every completed work order whose tasks are all done, using each job's own payment and fee settings. Work orders with tasks remaining are flagged and skipped.
I marked a work order as billed by mistake — can I undo it?
Yes. Open the work order's page — the "Marked as Billed" banner has an Undo button.