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Invoicing

Generate professional invoices from work orders, track payments, and manage your accounts receivable.

Overview

BayTrack invoices are generated from completed work orders. Once issued, invoices are immutable — they can't be edited, ensuring a reliable audit trail. You can send invoices by email, accept online payments, and track partial payments.

ℹ️ Invoice integrity

Issued invoices capture a snapshot of all data at the time of issuance. This includes labor, parts, fees, customer information, and your organization's settings. Later changes to settings won't affect existing invoices.

Generating Invoices

From a work order

  1. 1

    Complete the work order

    Ensure all labor, parts, and fees are entered. Mark the work order as Completed.
  2. 2

    Click Generate Invoice

    On the work order detail page, click Generate Invoice.
  3. 3

    Review the draft

    A draft invoice is created with all line items from the work order. Review the totals and make any adjustments to notes or terms.
  4. 4

    Issue the invoice

    Click Issue Invoice. The invoice is now final and assigned an invoice number.

Multiple work orders on one invoice

You can combine multiple work orders into a single invoice:

  1. Complete all work orders you want to include
  2. From the Invoices list, click New Invoice
  3. Select the customer and choose which work orders to include
  4. Review and issue the invoice

The invoice will show line items grouped by work order, making it easy for customers to see what work was done on each unit.

Invoice Statuses

Invoices have the following statuses:

  • Draft — Invoice created but not yet issued (can still be edited)
  • Issued — Invoice finalized and sent to customer
  • Partial — Some payment received but balance remaining
  • Paid — Invoice fully paid
  • Void — Invoice cancelled (no payment expected)

Sending Invoices

Send invoices to customers by email:

  1. 1

    Open the invoice

    Navigate to the invoice detail page.
  2. 2

    Click Send

    Click the Send Invoice button.
  3. 3

    Confirm recipients

    The email is sent to the customer's billing email address. You can add additional recipients.

The email includes a PDF attachment of the invoice and, if you have Square set up, a link to pay online.

Recording Payments

Track payments against invoices as they're received:

Record a payment

  1. 1

    Open the invoice

    Navigate to the invoice detail page.
  2. 2

    Click Record Payment

    In the Payments section, click Record Payment.
  3. 3

    Enter payment details

    • Amount — The payment amount
    • Method — Cash, Check, Card, or Other
    • Reference — Check number or transaction ID
    • Date — When payment was received
  4. 4

    Save

    The payment is recorded and the invoice balance updates automatically.

Partial payments

If a customer pays less than the full amount, the invoice status changes to Partial. You can record multiple payments until the balance is zero.

Split payments

Customers can pay with multiple methods (e.g., part cash, part card). Record each payment separately and the totals are combined.

💡 Online payments

When customers pay through a Square payment link, BayTrack records the payment automatically via Square webhook. No manual entry needed.

Issuing Refunds

If you need to refund a payment:

  1. Open the invoice and find the payment in the Payments section
  2. Click the payment to view details
  3. Click Issue Refund
  4. Enter the refund amount and reason
  5. For online payments, the refund is processed through Square automatically

Voiding Invoices

If an invoice was created in error or the job was cancelled:

  1. Open the invoice detail page
  2. Click Void Invoice
  3. Enter a reason for voiding
  4. Confirm

⚠️ Cannot void paid invoices

If an invoice has payments recorded, you must refund the payments before voiding. This ensures accurate financial records.

Invoice PDFs

Download or print professional PDF invoices:

  • Click Download PDF on any invoice
  • PDFs include your logo (Pro), all line items, and payment terms
  • Paid invoices show a "PAID" watermark
  • Your organization's remit-to address and payment instructions are included

Invoice Settings

Customize invoice behavior in Settings → Invoices:

  • Invoice prefix — Customize the invoice number format (e.g., "INV-")
  • Default notes — Text that appears on all invoices (Pro)
  • Default terms — Payment terms and conditions (Pro)
  • Due date — Default number of days until payment is due

Credit Memos (Pro)

Credit memos allow you to issue credits to customers:

  • Create a credit memo for returned parts, billing adjustments, or goodwill credits
  • Apply credit memos to outstanding invoices to reduce the balance
  • Track credit memo history per customer

Navigate to Credit Memos in the sidebar to manage credits.