Create and send an invoice
Raise an invoice from a completed job, an accepted quote or from scratch, set the due date, and email it as a PDF.
Updated 25 October 2026
Invoicing is available on the Growth and Scale plans, and during your free trial. Only owners and admins can see or edit invoices.
Three ways to create an invoice
From a completed job (the usual route). Open the job and click Create invoice from job. Engineer OS adds:
- one line for each part used on the job, at its sell price
- one labour line per engineer, with their time on site in hours at their rate
The job needs to be completed, every engineer needs to have clocked out, and the job can only be invoiced once.
From an accepted quote. Open the quote and click Create invoice. The customer, title, notes and line items are copied across.
From scratch. Invoices → New invoice, pick the customer, and optionally add a title, PO number, payment terms, due date and notes. Then add your line items.
Whichever route you use, you get a draft you can check before anything goes to the customer.
Check the draft
On the draft you can add, edit and remove line items (description, quantity, unit price and VAT %). Before sending, check:
- VAT on each line. Invoices created from a job start every line at 20%. If any of the work is zero-rated, or you're not VAT registered, correct the rate. See VAT on quotes and invoices.
- Prices and quantities, especially labour hours.
The Details card at the top of the edit screen lets you change the contact the invoice goes to, the reference, the PO number, the invoice date, the payment terms, the due date and the notes. Preview PDF opens the invoice exactly as the customer will receive it.
Invoice numbers are assigned automatically in the format INV-2026-000001.
Payment details
Your bank details, payment instructions and default payment terms live in Settings → Invoicing & payments. They print in a "How to pay" section on every invoice with a balance due, with the invoice number as the payment reference. See Setting payment terms and bank details.
Sending it
- Open the draft and click Send.
- Check any warnings (missing bank details, address, VAT number or company number). They don't stop you sending.
- Add an optional message, then Send now.
The invoice goes to the chosen contact (or the customer's primary contact) as an email showing the amount due, the due date and how to pay, with the PDF attached. The invoice date is the day you send it unless you set one, and the due date is the invoice date plus the payment terms unless you chose a specific date.
Once sent, the line items are locked. You can still change the due date, PO number and notes from the invoice page. Your customer can also see it, and download the PDF, in the customer portal.
Overdue invoices
A sent invoice that's past its due date shows as Overdue, with the number of days overdue on the invoice list. Engineer OS doesn't send payment reminders, so use the Overdue filter on the invoice list or the ageing report to see who to chase.
Voiding and deleting
- Delete removes a draft with no payments recorded against it.
- Void cancels a sent invoice. It stops counting towards what you're owed and disappears from the customer portal. Voiding can't be undone, and Engineer OS doesn't issue credit notes, so if you need a credit note for your records, raise it in your accounting software.
If you use Xero or QuickBooks, voiding in Engineer OS doesn't void the invoice there. Void it in your accounting software too.
Sending invoices to Xero or QuickBooks
On the Scale plan, a connected accounting package adds a Push to Xero (or QuickBooks) button to each invoice. Push the invoice once it's been sent. See Connect Xero to Engineer OS.
Still stuck? Email support@engineeros.uk