Estimates, Invoices & Payments

Quick overview

Products & Services      the catalog — every line item comes from here
        ↓
Estimate                 what you quoted     (Draft → Sent → Accepted)
        ↓
Invoice                  what you billed     (Draft → Sent → Paid)
        ↓
Record Payment           what actually came in
        ↓
Billing                  what you collected, filterable and exportable

Payments                 money going the other way — staff, rent, software

Build the catalog first. Estimates, invoices, project materials and route services all pick from it. A well-priced catalog is the difference between quoting in ten minutes and quoting in an afternoon.

Where to find it

Financial           (admin)
├── Estimates
├── Invoices
├── Payments
├── Timesheet payment      (see the Time tracking guide)
├── Billing
└── …

Catalog             (admin)
└── Products & Services

Products & Services

Your price list. Every line on an estimate, every line on an invoice, every material logged against a task and every service on a route stop comes from this one catalog.

The list is searchable and filterable by type.

Item types

There's also a broader Product vs Service distinction, and the list filters on both, so you can pull up "all services" or "all inventory items" quickly.

Adding an item

You can also add an item on the fly while building an estimate — an Add Product/Service modal appears inside the line-item picker so you don't have to abandon the quote.

Starter catalog for your trade

Starting from an empty list? Click Load starter catalog at the top of Products & Services. A window opens listing every trade Jobmand ships a catalog for, with the number of items in each. Tick the ones you work in — you can tick more than one — and click Load selected. Each trade adds about 80 common products and services in one go. You need permission to create items in Products & Services.

The trades available are:

• General construction / handyman
• Painting
• Landscaping & lawn care
• Electrical
• Plumbing
• HVAC
• Cleaning / janitorial
• Cabinetry & millwork
• Roofing
• Flooring
• Concrete & masonry
• Drywall
• Pool service
• Pest control
• Irrigation
• Pressure washing
• Fencing
• Garage doors

Each catalog mixes stocked items, job-specific materials and services — for a painter that is coatings, primers and sundries plus wall painting, trim painting and deck refinishing; for a landscaper it is sod, mulch and plants plus mowing plans, installation and cleanups.

Before you use it:

• Prices are typical US starting points. Check the cost and price of each item before you quote with it.
• Materials come in with Taxable ticked. Services and labour come in with it unticked.
• The start of the SKU tells you the trade, then the category: PNT painting, LND landscaping, ELE electrical, and so on — PNT-COAT-INT-EGG is a painting coating. The cabinetry catalog is the exception: it shipped before the other trades, so its SKUs still start with the category (SHT sheet goods, HDW hardware, SVC services).
• Running it again is safe, because items whose name already exists are skipped. Items you deleted are added back, though.
• You can come back later and load another trade. Only the items you do not already have are added, so a painter who also hangs drywall can build the list up over time.

Estimates

A quote for a customer. Open Financial → Estimates and filter by status.

Building an estimate

1. Customer and, if it's for existing work, the project
2. Estimate number and dates
3. Description / notes — the scope in words
4. Line items — pick from the catalog, set quantity and price. Add anything missing with Add Product/Service without leaving the form
5. Tick Taxable on the lines you charge tax on, set the discount and tax rate, then check the totals — see Tax

Statuses

Sending & printing

Row actions are Send (emails it to the customer's address on their record), View (opens the printable estimate document, ready to print or save as PDF), Edit and Delete.

Check the customer's email before you hit Send. Send uses the address on the customer record — if it's blank or out of date, the quote goes nowhere and nobody tells you.

Invoices

The same builder as estimates, pointed at collection instead of quoting. Line items, notes, and a terms & conditions block that prints at the bottom.

Contract invoices are created automatically when you save, renew or change a contract (see Invoices & payments). They show a Contract invoice label, and a payment recorded on one also shows on its contract.

Payment terms

Pick one per invoice: Due on receipt, Net 15, Net 30 or Net 60. Picking one sets the due date for you, counted from the issue date — Net 30 is 30 days — and you can still change the date by hand. It prints on the invoice as Payment terms and sets the expectation you'll chase against.

The payment term is not the small print. Anything longer — late fees, warranty, how to pay — goes in the Terms & Conditions box at the bottom of the invoice form, and prints as its own section at the end of the invoice.

Tax

Invoices and estimates work the same way. Every line has a Taxable box, and tax is charged only on the ticked lines: price × tax rate = tax amount.

• Which lines are taxed comes from the catalog. Each Product/Service has its own Taxable setting, copied onto the line when you pick it. Untick a line to make an exception.
• The rate comes from your company. A new invoice or estimate starts with the default tax rate from My Company; change it on the invoice if this job is taxed differently.
• A discount is shared across taxed and untaxed lines in proportion, so tax is only charged on what the customer actually pays for the taxed lines.

Tile            1,000.00   Taxable
Labour            500.00   not taxable
                ────────
Subtotal        1,500.00
Sales Tax 8.25%    82.50   (1,000.00 × 8.25%)
Total           1,582.50

Jobmand works out the subtotal, tax and total when you save. Those saved numbers are what prints, what the customer sees and what payments are checked against. Converting an estimate to an invoice keeps its rate.

Changing the company rate doesn't touch invoices you've already created. Each invoice keeps the rate it was created with. To re-price an open invoice, edit its rate.

Recording a payment

When money arrives, open the invoice and click Pay (Record Payment):

• Amount
• Date received
• Method — Credit Card, Cash, Bank Transfer, Check, or Other
• Reference — cheque number, transfer reference, receipt number

The payment appears in the invoice's Payment History, which prints on the invoice document — so a customer querying their balance can see exactly what's been credited.

Mark Paid is the shortcut for settling an invoice in one go. Print produces the document; Send emails it.

Partial payments

Record each instalment as its own payment. The invoice stays Partial until the recorded payments cover the total, then flips to Paid by itself. Deposits, progress payments and retentions all work this way.

Payments (money out)

Plus plan. Everything your company pays out. Two things land here:

• Payments generated from approved timesheets — see paying approved hours
• Payments you create by hand for everything else

To create one, click Add Manual Payment: pick the payee, enter the amount, choose a category, optionally a cost center, and write a description. The payment is dated today. In the list, the Paid to column shows whether each payment went to an Employee or a Vendor, and expanding a row shows its line items.

Paying a vendor

The payee list has two groups: Employees and Vendors. A vendor is any customer with the Vendor box ticked — see adding a customer. If the supplier you want to pay is missing, open them in Customers, tick Vendor, save, and they appear here. Inactive customers are not offered.

The Payments Made (Expenses) report can then be filtered by Paid to: Vendor to see what went to suppliers and subs versus your own crew.

Categories

Categorise honestly. These categories are how you'll answer "where did the money go this quarter". Everything in Miscellaneous is a question you'll have to re-answer by hand later.

Billing dashboard

Read-only. It shows what you have actually collected — invoice payments, not invoices issued.

• Revenue Selected (Filters Applied) — total collected for whatever you've filtered to
• Invoices Count — how many invoices those payments came from

Filter by customer, project and date range, and read the payment table underneath.

Billing is money received, not money owed. An invoice sent and unpaid does not appear here. For what's outstanding, look at the customer's Financial tab.

Export CSV

Payments report opens report R104 Payments Received in the report viewer, where Download CSV gives the spreadsheet file (with a totals row) to hand your bookkeeper, and Print / Export PDF give it on your letterhead. Every report exports CSV the same way.

Common workflows

FAQ & Troubleshooting

A product I need isn't in the estimate's item list.

Use Add Product/Service inside the line-item picker — it adds to the catalog without losing your quote.

I sent an estimate and the customer never got it.

Send uses the email on the customer record. Check it's filled in and correct, then send again.

Can I turn an accepted estimate straight into an invoice?

Build the invoice with the same line items — the catalog makes that quick. Keep the estimate as-is so you can always compare quoted against billed.

The invoice shows Partial but the customer paid in full.

The recorded payments don't add up to the total. Open the invoice's Payment History — usually one instalment was never recorded, or was recorded short.

I recorded a payment twice.

Open the invoice's Payment History and remove the duplicate; the status recalculates.

Billing shows less than I invoiced this month.

By design. Billing counts money received. Invoices issued but unpaid aren't in it.

Where do payroll payments come from?

They're generated from approved timesheets in Timesheet payment, and then appear here in Payments. Don't key them by hand as well or you'll double-count.

What's the difference between Billing and the Reports module?

Billing is one focused view — collected revenue, filterable, exportable. Reports covers the wider set: financial summaries, employee performance, material usage, project status and change orders.

Can a customer pay online through Jobmand?

Not from an invoice. Payments are recorded by you when money arrives. Stripe in Jobmand handles your own subscription, not your customers' invoices.

Need help?

For training, access, or feature requests, contact your Jobmand admin. For bug reports include the screen name, what you clicked, what you expected, and what happened instead — with a screenshot if possible.