Creating Invoices

This guide explains how to create, manage, and send invoices in Pool Office Manager (POM), including integration options with QuickBooks and Stripe.

Understanding Invoice Types

POM supports multiple invoice types: Local invoices (managed within POM), QuickBooks Online invoices (synced with QBO), and QuickBooks Desktop invoices (synced with QBD). The default invoice type can be set in Settings under Customer Billing.

Creating an Invoice from a Service

The most common way to create an invoice is from a completed service record. Open the service from the Service module, then click Create Invoice. The invoice is automatically populated with the service details, inventory used, and pricing from your service type configuration.

Creating an Invoice from the Billing Page

Navigate to Billing in the left sidebar to see all billable services grouped by customer. Filter by date range, billing status, service type, tags, or workers. Select the services you want to invoice and click Create Invoice to generate an invoice for that customer.

Invoice Details

Each invoice includes customer information and billing address, line items with descriptions and quantities, unit prices and totals, applicable taxes based on your tax codes, and due date based on your default payment terms.

Configuring Invoice Settings

In Settings under Customer Billing, configure your default invoice type (Local, QuickBooks Online, or Desktop), default days until invoice is due (typically 30 days), pricing source (customer profile price or inventory price), and optional surcharge settings.

Adding Taxes to Invoices

Set up tax codes in Settings under Taxes with custom rates. Mark line items as taxable when creating service types. POM automatically calculates and applies taxes to taxable items.

Removing Zero Dollar Line Items

Enable the option to remove zero dollar line items from invoices in Customer Billing settings. This keeps invoices clean by excluding items with no charge.

Applying Surcharges

If you charge service fees or fuel surcharges, enable the surcharge option in Customer Billing settings. Set the percentage and customize the line item text that appears on the invoice.

Sending Invoices

For Local invoices, you can email invoices directly to customers from POM. For QuickBooks invoices, the invoice syncs to QuickBooks where you can send it through your normal QBO workflow. Stripe integration allows customers to pay invoices online.

Viewing Invoice Status

Access the Invoicing module from the left sidebar to see all invoices. Filter by status, date, customer, or payment status. Status badges show QBO, QBD, or Local invoice types.

Best Practices

Review invoices before sending to ensure accuracy. Set up consistent payment terms for all customers. Use the Billing page regularly to catch unbilled services. Sync with QuickBooks frequently to keep records current.