Create Your First Invoice
Toolfy turns finished jobs into professional invoices. Send payment requests the moment work is complete so customers can pay while everything is still fresh.
Invoice straight from a job
Use the job timeline to build a perfect invoice without retyping anything.
Open the completed job
From Jobs or the Schedule, open the visit you just finished and select Create invoice.
Review imported details
Customer, job notes, photos, and tracked materials populate automatically so nothing is missed.
Add pricing
Search your price book or add custom line items for labour, materials, discounts, or tax.
Confirm terms and send
Check payment terms or due date, preview the PDF, then email or text the invoice.
Need to create a blank invoice?
Stand-alone invoices are ideal for call-outs or work that wasn’t scheduled inside Toolfy.
- Go to Invoices → New invoice.
- Choose the customer (or create one on the fly).
- Describe the work, add line items, and attach supporting photos or documents.
- Set tax, payment terms, and optional deposits.
- Save as draft if you’re still waiting on details, or send immediately.
Offer fast, flexible payment options
Make it easy for customers to pay using Toolfy’s payment integrations and terms.
Card & bank payments
Enable Stripe-powered Pay now buttons so customers can pay online.
Partial payments
Request deposits or stage payments using Toolfy’s built-in partial payment workflow.
Offline methods
Include bank transfer details or cheque instructions in the payment terms area.
Tip: combine deposits with partial payments to secure materials or labour up front.
Before you send
Double-check these essentials so every invoice looks consistent and credible.
- Line items clearly describe the work and quantity.
- Photos or completion notes are attached when useful.
- VAT or sales tax is applied correctly for the customer’s region.
- Payment terms match what you agreed with the customer.
- Internal notes capture follow-up tasks for the office team.
Stay on top of payment progress
Use the invoice timeline to see who viewed, paid, or needs a follow-up.
Track status in real time
Invoices show Sent, Viewed, Partially paid, or Paid so you know where to follow up.
Automate reminders
Turn on payment reminders to nudge customers when due dates are close or overdue.
Issue duplicates or resends
Send again via SMS or email if a customer misplaces the original.
Export to accounting
Download CSVs or sync paid invoices to your accounting platform whenever required.