Send invoices and record payments from your phone

On your phone, the center Do button opens a hub where you can type or speak a command:

• "send invoice for job Fernhill bathroom": rolls up that job's unbilled work into a draft invoice to review and send.
• "record payment on invoice INV-007": opens a sheet to record a payment against that invoice.
• "mark invoice INV-007 paid": marks the invoice's full balance paid. While the customer is holding part of it back (a holdback), the hub says so instead: release the holdback first, or use the record payment command with the amount.
• "log 2 hours", "scan a receipt", "new quote": jump straight into those flows.

Name the record the way the screen names it

An invoice goes by the number printed on it, INV-007. A short "invoice 7" works too: it means the same document, because the hub fills in your book's own invoice prefix and padding. Capital letters and missing zeroes are forgiven, but a partial number is not, so type the whole thing.

A job goes by its title or its job number ("job J-012"), which is what the Work tab shows you. You never need the internal id of anything.

If more than one record matches, the hub lists them with the client and the amount and asks which one you meant. If nothing matches, it tells you so and does nothing. A quote or a credit note can carry the same number as an invoice; the hub says which it found and will not record a payment against one.

Nothing is written until you tap

Every money command shows you a preview first and only acts when you tap Create invoice, Send to client, Record payment, or Mark paid. Tap Cancel and nothing is written. Tapping Create invoice on a job creates a draft invoice and marks that work billed; nothing goes to the client and nothing is recorded in your books yet. That step says so and offers a link to the invoice. From there, Send to client emails the PDF and a pay link and records the invoice as owed, and Keep unsent leaves it as a draft to send later.

Record payment and Mark paid both ask for the Date received, which starts at today. Change it to the day the money actually arrived, so a cheque from last week lands in last week. A date in the future is refused. For a payment taken in cash, by cheque or any way other than a card processor, pick Cash, cheque or other as the method.

Two chips in the hub, Send invoice for a job and Record a payment, start the command for you and leave you to type the name or the number. Anything the hub cannot recognise is handed to Ask rather than guessed at, so it never takes the wrong action.