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 or Tax ID in your account settings.
• If you have not set a Tax ID, invoices are created with no tax.
• When tax is enabled, the default rate is based on your chosen currency:

1. GBP (United Kingdom) — 20% VAT
2. AUD (Australia) — 10% GST
3. NZD (New Zealand) — 15% GST
4. USD (United States) — 0%

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• Cancelled — the invoice has been cancelled and is no longer active.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, you can send it to your customer:

1. Open the invoice and click Send.
2. The invoice will be emailed to the customer's email address with a PDF attachment.
3. The invoice status will automatically change to Sent.

If you deliver invoices outside of CallOut (e.g. by hand or through another system), you can manually mark the invoice as sent to update its status.

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

If you have connected your Stripe account 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.

Marking as Paid Manually

If a customer pays by bank transfer, cash, cheque, or any other method outside of Stripe, you can manually mark the invoice as paid. Open the invoice and click Mark as Paid. This updates the status and records 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.

Recurring Invoices

For regular billing — such as monthly retainers, service contracts, or subscription-style work — you can set up recurring invoices. A recurring invoice is automatically generated at your chosen interval, saving you from creating the same invoice each period. This works well alongside recurring jobs to keep both work and billing on autopilot.

Exporting Invoices

You can export your invoices as a CSV file for use in accounting software, spreadsheets, or for your records. From the invoices list, click Export to download a file containing all invoice data including dates, amounts, tax, customer details, and payment status.