Before you start
- To take card payments: your own Square account, connected with Connect Square on the Invoices page. Money goes to your Square account.
- Optional: Gmail connected, so invoices are emailed from your own address.
How to create and Send a Roofing Invoice, step by step
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Step 1: Open Invoices
Press Invoices in the menu (Invoice Builder in the desktop dashboard sidebar). The page shows your Collected and Outstanding totals and the filters All, Owing and Paid.
What happens next
If Square isn’t connected yet, a banner offers Connect Square. Once connected it shows your Square business name.
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Step 2: Start the invoice
Press New Invoice. Under Start an Invoice, pick a roof report to fill the project title and property address, or press Create invoice without a report.
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Step 3: Add the customer, lines, tax and due date
- Your lines
- Type the tax rate
- Card payments via Square
In Create Invoice, choose an existing customer or add a new one, then enter each line’s description, quantity and unit price. Press Add Line Item for more. Set the Tax Rate (%) for your province or state and a Due Date. Leave Include a Square payment link ticked to collect by card. Press Preview Invoice to check it, then Create Invoice.
What happens next
The invoice is saved as a Draft with an INV number. If the box was ticked, a Square payment link for the total is created on your Square account.
Note
The tax rate is the one you type. It isn’t worked out from the address, so check it on every invoice.
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Step 4: Send it
Press Send on the invoice row, or Send via Gmail in the invoice details.
What happens next
The homeowner gets a branded email with View Invoice Online and, when a Square link exists, Pay Now Online. It comes from your Gmail when connected; otherwise from Roof Manager with your business name and replies going to you. The status changes to Sent, then to Viewed when they open it; the details show how many times it was opened.
Note
No email address on file? Roof Manager offers Copy invoice link instead so you can text or email it yourself.
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Step 5: Mark it paid
- You mark it paid
Paid through the invoice’s Square Pay Now link? Roof Manager marks it Paid once Square reports the payment. Paid another way (cash or cheque, say), or still showing Sent? Press Mark Paid on the invoice.
What happens next
The invoice moves to Paid, the payment date is recorded and your Collected total updates. Roof Manager does not send overdue reminders, so check your Owing filter regularly.
Good to know
Only the Pay Now link marks it paid
A payment through the invoice’s Square Pay Now link marks it Paid. Cash, cheques and payments taken in Square any other way still need Mark Paid.
No automatic reminders or text messages
Invoices are emailed once when you press Send. There are no scheduled overdue reminders and no SMS sending; resend or copy the link when you need to.
Card payments are through Square only
There is no built-in e-transfer or other processor. Add payment instructions in the notes if you accept e-transfer or cheques.
One invoice at a time
There are no deposit, progress or final invoice types. Create a separate invoice for each payment you want to collect and name it clearly.
Troubleshooting
The Square link didn’t appear
Connect Square from the banner first. Payment links also need a verified email on your account and an account at least 7 days old.
I changed the amount after creating the link
Changing the total retires the old Square link so it can no longer be paid. Send attaches a new link for the new total.
The homeowner paid but it still says Sent
If they paid some other way than the Pay Now link, press Mark Paid once you see the payment.
Send says there is no email
Add the customer’s email, or use Copy invoice link instead and send it yourself.
What happens next
Exporting to QuickBooks Online? Choose the invoices you want under Settings → Integrations → QuickBooks; they are copied one way into your QuickBooks company.
Square, Gmail and QuickBooks integrationsInvoices in the roofing CRMInvoicing is included on every plan
Watch the walkthrough
Prefer video? Watch the walkthrough below. The written steps above reflect the latest workflow.
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The interface may look slightly different from this walkthrough. Follow the current written steps above for the latest workflow.
Send an invoice: questions
How do I send an invoice in Roof Manager?
Open Invoices, press New Invoice, add the customer and lines, press Create Invoice, then Send. The homeowner gets an email with a link to view and pay it.
How do homeowners pay a Roof Manager invoice?
By card through the Square payment link on the invoice, when your Square account is connected. The money goes to your Square account.
Does Roof Manager mark invoices paid automatically?
Yes, when the homeowner pays through the invoice’s Square Pay Now link. Payments made any other way need Mark Paid.
Can I see if the homeowner opened the invoice?
Yes. Opening the link changes the status to Viewed and the invoice details show how many times it was opened.
Does it work with QuickBooks?
You can export invoices one way to QuickBooks Online. Nothing is read back from QuickBooks.