Billing & Invoices

Manage your billing workflow from invoice creation to payment tracking.

Quick Start: Send and Track an Invoice

1. Create an invoice from a project/proposal
2. Review line items and totals
3. Send the invoice to the customer
4. Monitor payment status
5. Follow up with reminders if needed

Features

• Create Invoices - Generate invoices from proposals
• Send Invoices - Email invoices to customers
• Payment Tracking - Monitor payment status
• Stripe Integration - Accept online payments
• QuickBooks Sync - Sync with accounting

Invoice Workflow

1. Create invoice from proposal or manually
2. Review and customize line items
3. Send invoice to customer
4. Track payment status
5. Mark as paid when complete

Invoice Numbers

When you create an invoice from a project or a work order in the console, DrillerDB fills in the next invoice number. It counts up from your latest invoice number and skips every number your company has already used, including void invoices and invoices that came in from QuickBooks. You can type a different number.

DrillerDB treats upper and lower case as the same number, so INV-100 and inv-100 are one number.

Reusing a number on purpose

If you type a number that another invoice already uses, the form says "Another invoice already uses this number. Void invoices also count as used." To use the number anyway:

1. Tick Intentionally reuse this invoice number.
2. Type why in Reason for reusing the number. The reason needs 3 to 160 characters.
3. Create the invoice.

DrillerDB writes the number and your reason to the Activity Log.

A job that came from a QuickBooks invoice

A job that came in from a QuickBooks invoice is already billed in QuickBooks. When you create a new invoice on that job, the form warns you first, for example: "This job came from QuickBooks invoice #1042 ($2,500.00, open). A new invoice bills it again." To bill the job a second time, tick I understand this creates another bill for this job.

Jobs that came from a QuickBooks estimate do not get this warning.

If you click create without ticking a box the form asks for, it stops and says "Confirm the invoice warnings and provide a reuse reason before saving." The same checks run when you send an invoice from a project's Invoice tab or a Pump/Service job's Invoices tab.

Step-by-Step: Weekly Billing Closeout

1. Review open invoices and aging items
2. Send reminders for overdue balances
3. Confirm incoming payments were applied
4. Reconcile payment records with accounting sync
5. Export billing data for reporting

Topics in This Section

Explore these guides to master DrillerDB's billing features:

Invoice Management

• Create Invoices - The invoice workspace and the prepared-create flow
• Create an Invoice from Completed Work - Closeout invoice flow from completed field work
• Send an Invoice to a Customer - Review the delivery, then send
• Payment Tracking - Record payments and monitor status and history

Payment Processing

• Stripe Payments - Accept online credit card and ACH payments
• Invoice Reminders - Payment reminders for one unpaid invoice or several
• Down Payments - Configure and collect deposits

Advanced Topics

• Billing Settings - Configure terms and defaults
• QuickBooks Integration - Accounting sync controls

Related Topics

• Projects - Source of proposal and invoice data
• Pump & Service Work Orders - Service-job billing workflow
• Customer Portal - Customer-facing invoice payment flow