Creating Invoices

DrillerDB makes it easy to create professional invoices from your proposals and projects. Once a proposal is approved, you can convert it into an invoice with just a few clicks.

Creating from Proposals

The most common way to create an invoice is directly from an approved proposal:

1. Navigate to the project or proposal you want to invoice
2. Click the "Create Invoice" button in the project details
3. Review the invoice preview with all line items automatically populated
4. Make any necessary adjustments to quantities, prices, or descriptions
5. Save the invoice to finalize it

All proposal details including line items, customer information, and pricing are automatically transferred to the invoice. This eliminates manual data entry and reduces errors.

Invoice Line Items

Each invoice contains detailed line items that break down the work performed:

• Service descriptions and categories
• Quantities and units (hours, feet, each)
• Unit prices and line totals
• Subtotals, taxes, and grand total

You can add, edit, or remove line items as needed before finalizing the invoice. This flexibility allows you to adjust for actual work performed versus estimated work.

Invoice Numbering

DrillerDB automatically assigns unique invoice numbers based on your company settings. The default format is {intWellKey}-INV-{id}, which ties the invoice to the specific project. You can customize the numbering format in your company settings.

Invoice Customization

Before sending an invoice, you can customize several elements:

• Due date and payment terms
• Notes or special instructions
• Discount amounts or percentages
• Tax rates and applicability
• Down payment application

The invoice preview shows exactly what the customer will see, including your company branding and logo.

Manual Invoice Creation

While most invoices are created from proposals, you can also create standalone invoices for miscellaneous charges, service calls, or other billing needs. Manual invoices follow the same structure but allow you to build line items from scratch.

Invoice Status

Once created, invoices move through several status stages:

• Draft - Invoice is being prepared
• Sent - Invoice has been emailed to customer
• Viewed - Customer has opened the invoice
• Paid - Payment has been received
• Partial - Partial payment received
• Overdue - Past due date without payment

You can track these statuses in real-time from the invoices dashboard.