How to Create and Send Invoices in OpslyFlow
Eight steps from a finished job to money in the bank. Bill it, send a pay link, and let OpslyFlow chase the overdue ones for you.
An invoice isn't paperwork. It's the part where you get paid.
Estimates win the job and work orders get it done, but the invoice is where the money actually moves. OpslyFlow turns a finished job into a branded invoice in a couple of clicks, sends it with a pay link, and keeps a running tally of what's outstanding so nothing slips through the cracks.
See what you're owed at a glance
The top of the page tracks outstanding and overdue totals in real time. No more guessing how much is on the street.
No retyping from the job
Convert a completed work order and the client, line items, and totals carry straight over. You just set the due date and send.
Set recurring jobs once
A recurring schedule generates the next invoice automatically — quarterly maintenance, monthly service, whatever the contract says.
A pay link in their inbox
Send straight from OpslyFlow. When a payment bounces, you'll know — and you can fix the email and resend in two clicks.
Before you start
- You're logged in as Owner, Admin, or Office Manager (the roles that can bill).
- The client exists in your Clients module — ideally the work being billed is already a completed work order.
- Your common services are in the Catalog so line items autofill. Optional, but it makes invoicing much faster.
What you'll do
- 1Open the Invoices moduleOutstanding, overdue, and the status list
- 2Start an invoiceNew invoice, or convert a finished work order
- 3Set client, due date, and POThe due date is what drives 'overdue'
- 4Add line items, discounts, and taxLive totals as you go
- 5Attach photos and termsCut disputes before they start
- 6Preview and sendPDF, print, or email with a pay link
- 7Track status and get paidDraft → Sent → Paid, and what to do when it bounces
1Step 1 of 7Open the Invoices module
Open the Invoices module
Click Invoices in the left sidebar. The header tracks three live numbers: total outstanding (everything unpaid), total overdue (past the due date), and the invoice count. Like the other modules, there's an Activity tab and an All tab.
The Activity list groups invoices by status — Overdue at the top (with a red marker and a "70d late"-style pill), then Drafts, and so on. Recurring invoices wear a small Recurring chip so you can tell them apart at a glance.
Invoices
$610 outstanding · $610 overdue · 6 invoices
The outstanding and overdue numbers are your cash-flow dashboard. Glance at them every morning — if overdue is climbing, that's your cue to send a few reminders before it becomes a problem.
Start an invoice — fresh or from a finished job
Two paths. Click + New invoice in the top right to start from scratch, or — far more often — open a completed work order and click Convert to Invoice. The convert path carries the client, line items, and totals straight over, so there's nothing to retype.
Either way you land in a draft that auto-saves as you type. One nice touch: the invoice number is editable (the INV- field), so you can match your own numbering if you've migrated from another system.
WO-006
CompletedBilling a job you ran in OpslyFlow? Always convert from the work order instead of starting fresh. It's faster and it keeps the estimate → work order → invoice chain linked for that client's history.
Set the client, due date, and PO number
In the Invoice Info section, confirm the Select Client, then set the field that matters most on an invoice: the Due Date. That date is what flips an invoice to *Overdue* and powers the overdue total on the landing page.
- Due Date.
- When payment is expected. Net-30 from today is a common default; tighten it for new or slow-paying clients.
- PO Number.
- Commercial clients almost always need this printed on the invoice PDF. Property managers, GCs, facilities — capture it here.
- Invoice number.
- Pre-filled and sequential, but editable. Change it only if you need to match an external numbering scheme.
Paid via
Method Check
Check # 1042
Paid on Jun 1, 2026
An invoice with no due date can't go overdue, which means it quietly drops off your radar and your follow-up list. Always set one.
Add line items, discounts, and tax
If you converted from a work order, the line items are already here. Otherwise click Add Line Item and search your Catalog the same way you do on an estimate. Adjust quantities and the totals update live.
Click Add Discount to knock a percentage or amount off the subtotal. Tax sits in the totals as a Sales Tax line with an Edit / ✕ control, so you can tweak the rate or remove it per invoice without rebuilding anything.
Same Catalog gotcha as everywhere else: a saved item's Taxable toggle and Additional Notes ride along into the line. Glance at the tax flags and clear any notes you don't want the customer reading on the PDF.
Attach photos and add terms
Scroll to Invoice Images and drop in before/after photos (PNG, JPG, or GIF). A picture of the finished work attached to the bill quietly settles most "did you actually do this?" conversations before they start.
Use Notes & Terms for payment terms, warranty language, and anything you want on the PDF. There's also a Billing Address section with a "Same as client billing address" shortcut when the bill-to differs from the service address.
Click to select images or drag and drop
PNG, JPG, GIF up to 10MB each
For any job over a few hundred dollars, attach at least one completed-work photo. It's the single cheapest way to cut payment disputes and chargebacks.
Preview and send
Click Preview Invoice to see exactly what the client gets: your logo, the Bill To and From blocks, the line items, and a clear Total Due with the due date up top.
From the preview you can Download PDF, Print, or Send it by email. Sending delivers it with a pay link so the client can settle up online. Need a change first? Head back to the invoice while it's still a draft.
Henderson HVAC & Plumbing
INVOICE
INV-0005
Date: Jun 1, 2026
Bill to
Lakeway HOA
board@lakewayhoa.org
(512) 555-0155
From
Henderson HVAC & Plumbing
contact@hendersonhvac.com
(512) 555-0150
4500 Lamar Blvd, Austin TX
Once you send, the invoice locks — fields gray out and you'll see "this invoice has been sent and can no longer be edited." Give the preview one honest read before you hit Send.
Track status and chase the stragglers
Every invoice carries a status badge: Draft (editable), Sent, Viewed (the client opened the email), Paid, Overdue (sent but past due), and a Bounced flag when the email didn't land. The landing page rolls these up into your outstanding and overdue totals.
If an email bounces, the invoice shows a red Email Bounced banner with Edit client email and Resend — fix the address and resend without rebuilding the invoice.
Invoice INV-0007
21d lateOpenLakeway HOA · sent May 11, 2026
$352.38 due May 11. The client has viewed this invoice once. Send a reminder, copy a payment link, or mark it paid if they've settled offline.
Work the Overdue group top-down once a week. Because the total updates live, you'll see it shrink as payments land — a satisfying and very practical habit.
The whole thing, on one page
Pin it above the office monitor. Hand it to a new hire on day one.
Common questions
What's the difference between an estimate and an invoice?
An estimate quotes the work before it happens; an invoice bills for it after and collects payment. The natural flow is estimate → work order → invoice, and OpslyFlow carries the data forward at each step so you never retype it.
Can I edit an invoice after I've sent it?
No. Once sent, an invoice locks — the fields gray out and you'll see "this invoice has been sent and can no longer be edited." Preview carefully before sending. If something's wrong, you'd typically void/reissue rather than edit in place.
The client says they never got the invoice. What do I do?
Check for a red Email Bounced banner on the invoice. If it's there, click Edit client email, correct the address, and hit Resend — the invoice itself stays intact. If there's no bounce, the email likely landed in spam; resend or share the PDF directly.
How do recurring invoices work?
You set up a recurring schedule (e.g. bi-weekly or monthly), and OpslyFlow generates a fresh draft invoice each cycle. Those invoices show a blue "Generated from a recurring schedule" banner and a Recurring chip, and link back to the schedule via View schedule. They're drafts, so you still review before sending. The How Recurring Invoices Work guide covers the whole feature — how often it runs, when it ends, and managing the series — in depth.
Can I change the invoice number?
Yes. The INV- field in Invoice Info is editable — handy if you're matching an external numbering scheme or migrating from another system. Otherwise leave it; OpslyFlow numbers them sequentially.
Watch the money land
Once invoices are going out, the Revenue module turns them into the picture you actually care about: what's been paid, what's outstanding, and the trend over time. Send consistently for a few weeks and you'll have real numbers to run the business on.
Keep reading
A deeper look at the recurring schedule behind an invoice — pick how often it runs, set when it ends, and manage the whole series from one view. The drafts generate themselves; you stay in control of every send.
Your whole financial picture on one screen — what came in this month, what's still owed, and what's overdue. Here's how to read it at a glance.
The calendar and dispatch board that turns a pile of work orders into a planned week — five views, a drag-to-assign board, and every tech's day in one place.