Invoicing

Overview

CallOut WMS makes it straightforward to create professional invoices, send them to your customers, and track payments. You can create invoices manually or generate them directly from completed jobs.

Creating an Invoice

Manually

Click Invoices in the sidebar and then click New Invoice. Select the customer, add your line items, and save.

From a Completed Job

When you complete a job, click Create Invoice on the job detail page. The invoice will be pre-filled with the customer details and any charges you recorded during job completion (labour, parts, consumables). Review the line items and adjust if needed before saving.

Adding Line Items

Each invoice contains one or more line items. For each line item, enter:

• Description — what the charge is for, e.g. "Boiler repair — 2 hours labour" or "Replacement thermostat".
• Quantity — the number of units.
• Unit price — the price per unit.

The line total is calculated automatically. You can add as many line items as you need.

Tax Handling

Tax on invoices is determined by your account settings:

• Tax is only applied if you have added a VAT Number in your account settings.
• If you have not set a VAT Number, invoices are created with no tax.
• When tax is enabled, the default UK VAT rate is 20%. You can override the rate on each invoice or quote if needed.

Due Dates and Payment Terms

Each invoice has a due date that tells your customer when payment is expected. You can set this to any date that suits your payment terms. Common choices include 7 days, 14 days, or 30 days from the invoice date.

Invoice Statuses

Invoices move through the following statuses:

• Draft — the invoice has been created but not yet sent to the customer. You can still make changes.
• Sent — the invoice has been sent to the customer and is awaiting payment.
• Paid — the customer has paid the invoice in full.
• Overdue — the due date has passed and payment has not been received.
• Cancelled — the invoice has been cancelled and is no longer active.

Sending an Invoice

When your invoice is ready, there are two separate actions you can take:

1. Click Send to mark the invoice as sent. This only changes the status to Sent — it does not email anything. Use this when you've delivered the invoice outside of CallOut (e.g. by hand, post, or another system) and just want to update its status.
2. Click Email to Customer to dispatch the invoice by email. This sends the invoice to the customer's email address with a PDF attachment.

Printing and Downloading PDF

You can download any invoice as a PDF at any time. Open the invoice and click Download PDF. The PDF includes your logo, business details, the customer's details, all line items, tax breakdown, and the total amount due. You can also print directly from the PDF.

Online Payment with Stripe

Once you've entered your Stripe API keys (Publishable Key and Secret Key) in account settings, your invoices will include a payment link. When the customer receives the invoice, they can click the link to pay securely by card. Once payment is processed through Stripe, the invoice is automatically marked as Paid.

Bank Transfer Details

If you've added your bank details (sort code and account number) in account settings, they will be displayed on invoices and included in overdue reminder emails as a bank-transfer payment option. This gives customers a straightforward way to pay you directly even when Stripe isn't used.

Marking as Paid Manually

Once an invoice is Sent, you'll see a Mark as Paid button on its detail page. If a customer pays by bank transfer, cash, cheque, or any other method outside of Stripe, click Mark as Paid to update the status and record the payment in your system.

Overdue Reminders

CallOut WMS automatically tracks invoice due dates. When an invoice passes its due date without being paid, it is marked as Overdue. The system sends automatic reminder emails to customers with overdue invoices via a scheduled process, helping you chase payments without manual effort.

Exporting Invoices

You can export your invoices as a CSV file for use in accounting software, spreadsheets, or for your records. See the Data Export & Privacy page for details — note that the CSV endpoints currently aren't exposed as a button in the invoices list UI.