Field Promax

Creating & Sending Invoices

Invoices in FieldPromax are generated from the work order's Invoice tab. You add products and services as line items, configure tax and pricing, and then close the work order to create the invoice in your connected accounting software. You can also email the invoice directly to the customer or export it as a PDF.

Before you start:

How to Access

Open any work order and navigate to the Invoice tab.

Understanding the Invoice Tab

The Invoice tab displays a table of line items, each representing a product or service to be billed. The table includes:

  • Product / Description — the product name and a description field you can edit.
  • Markup % — an optional markup percentage applied to the base cost (visible if enabled in company settings).
  • Price ($) — the unit price for the line item.
  • Qty — the quantity.
  • Total — the calculated line total (price multiplied by quantity, plus markup if applicable).
  • Tax — a checkbox indicating whether this line item is taxable.

Adding Line Items

  1. On the Invoice tab, click Add Product.
  2. Search for a product from your catalog or type a custom description.
  3. Set the Price and Quantity.
  4. Check the Tax checkbox if the item is taxable.
  5. The Total column updates automatically.

Editing Line Items

  1. Click into any editable field (Description, Price, Qty, Markup) to change its value.
  2. Drag the six-dot handle on the left side of a row to reorder line items.
  3. Click the Delete icon on the right to remove a line item.

Partial Billing

If partial billing is enabled, each line item has a checkbox in the leftmost column. Only checked items are included when the invoice is generated. This is useful for progress billing on larger jobs where you bill for completed portions.

Generating the Invoice

  1. Review all line items, prices, quantities, and tax settings.
  2. Check the order totals in the summary panel (subtotal, tax, discount, and grand total).
  3. Click Post and Close on the work order.
  4. Confirm the action in the dialog that appears.

Result: The work order status changes to Closed. An invoice is created and, if you have an accounting integration connected, it syncs automatically to QuickBooks or Xero.

Emailing the Invoice

After closing the work order, you can email the invoice to the customer. The email includes the invoice details and, if Stripe is configured, a payment link so the customer can pay online.

PDF Export

You can generate a PDF of the invoice from the work order detail page. The PDF uses your company branding configured in PDF & Branding settings and includes all line items, totals, and your company logo.

Tip: If you need to make changes after closing a work order, you can reopen it, adjust the line items, and close it again. The invoice in your accounting software will be updated accordingly.

Next Steps