Skip to content

Invoices and repeats on the phone

Raise, send, mark paid and void invoices, roll up an account's work, and set up or pause a repeating schedule — from the field app.

Admins only

Everything on this page is office work for admins; the owner of the business is an admin. A technician's day runs from Agenda, Open Pool and Clients, and Lupa refuses these actions from a technician's account.

Raise an invoice

To create an invoice

  1. Open Invoices and tap the + button.
  2. Under Client, tap Select a client... and choose the client.
  3. Under Line Items, enter a Description, a whole-number Qty and a Price ($) for each line. The Estimated Total adds up as you go.
  4. Optionally add a note under About this invoice.
  5. Tap Create Invoice.

What you'll see. A new draft invoice in the list, and in Billing in Lupa Dash. If a line is incomplete, the app says Check this invoice and explains what is missing. See Creating and editing invoices.

Send, mark paid or void an invoice

Invoices lists every invoice; the All, Draft, Sent and Paid chips filter it. Open an invoice to see its lines, total, dates and status. The buttons at the foot depend on the status:

Status Buttons
draft Send, Void
sent or overdue Mark Paid, Void
paid or void None — the invoice reads Paid or Voided
forgiven or disputed None — handle these from Billing in Lupa Dash

To send, mark paid or void

  1. Open the invoice from Invoices.
  2. Tap Send, Mark Paid or Void.
  3. Read the confirmation — it names the amount and, where there is one, who the invoice goes to — and confirm.

What you'll see. The new status on the phone and in Lupa Dash at once.

  • Send reads No email on file, and can't be tapped, when the billing contact has no email address. Once sent, an invoice can't go back to draft. See Sending invoices.
  • Mark Paid records the full amount as received. The phone doesn't ask how the customer paid, and a paid invoice can't be un-paid.
  • Void is final. Voiding from the phone leaves the invoice's visits attached to it, so they won't appear on a later invoice. If the work still needs billing, void it in Lupa Dash instead, where you can release the visits — see Voiding an invoice.

If the invoice has an online pay link. Mark it paid or void it from Billing in Lupa Dash, which updates QuickBooks for you. For an overdue invoice, record the payment or void the invoice in QuickBooks as well. See Online payments.

Bill an account's completed work in one invoice

To roll up an account

  1. Open Invoices and tap Roll Up.
  2. Under Account, choose the account.
  3. Check the As-of date, YYYY-MM-DD. It starts on today.
  4. Optionally add a note under About this invoice.
  5. Check the Preview: the visits it will bill and the Eligible total.
  6. Tap Generate Invoice.

What you'll see. Rollup created — "A draft rollup invoice was generated." Review and send it like any draft. See Monthly and automatic billing.

If it says "Nothing to bill". The account has no uninvoiced completed visits in the window.

If it says "No billing contact". Set who receives the account's invoices first — see Accounts and service locations.

If it says "A rollup for this account is already in progress." Wait a moment and try again.

Set up a repeating schedule

To add a recurring schedule

  1. Open the client under Clients and tap Add Recurring. (If the client already has a schedule, the button reads Edit Recurring, or Manage Recurring with a count when there are several.)
  2. Choose a Cadence: Weekly, Biweekly or Every 4 wks.
  3. Under Days of week, tap one or more days.
  4. Enter a Start date, and optionally an End date (optional), as YYYY-MM-DD.
  5. Tap Create Schedule.

What you'll see. The schedule's visits appear as proposed visits on the days it covers. See Recurring schedules.

Change, pause, resume or stop a schedule

To change a schedule

  1. Open the client and tap Edit Recurring — or Manage Recurring and then the schedule.
  2. Change the cadence, days or dates and tap Save Changes, or use Pause, Resume or Cancel Schedule.

The schedule shows its status: Active, Paused or Cancelled.

  • Pause stops the schedule and deletes its visits from today onward that are still Scheduled. Visits that read Confirmed are kept. The pause confirmation on the phone says it removes confirmed visits; it does not.
  • Resume starts the schedule again, and its future dates fill back in as fresh proposals. Anything that had been changed on the deleted visits — a different technician, a moved time, a note — does not come back.
  • Cancel Schedule asks you to confirm with Stop Recurring. It ends the schedule for good and deletes its visits from today onward, Scheduled and Confirmed alike. Past visits are never touched.

If the cadence can't be edited. Some schedules use a calendar-based rhythm the phone can't show. The screen says so; change the rhythm in Lupa Dash. You can still pause, resume or cancel it from the phone.

If it says "Schedule already cancelled". A cancelled schedule can't be changed. Add a new one.

See Pausing and ending a schedule.