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Creating Invoices

The Invoicing page helps office teams turn completed jobs into paid revenue. You can work one job at a time or run a batch queue for the whole day.

Who Can Access This​

RoleAccess Level
AdministratorFull access (admin)
Office, Sales, HR Admin, Payroll AdminNo access

Creating, charging, and sending invoices is limited to Administrators. Other roles do not see Invoicing in the navigation.

note

This page is feature-gated by your tenant's accounting settings. If Invoicing is disabled for your company, the menu item and route are hidden.

Getting to Invoicing​

Go to Office > Invoicing in the left navigation. Invoicing opens on the Overview tab, which links to each invoicing tool and shows recent invoicing activity. Click the Daily Invoicing tab to create, charge, and send invoices for completed jobs.

Choose your working dates​

On the Daily Invoicing tab, use the date range picker in the toolbar to load jobs. Pick one day or a range of up to 7 days. If you pick a longer range, Pulse loads only the first 7 days and shows Date range limited. Use Batch Invoicing for wider ranges. Pulse refreshes:

  • Jobs eligible for invoice actions
  • KPI totals for revenue and processing status
  • Team groupings and action queue defaults

Understand the KPI strip​

At the top of the page, KPI cards summarize what still needs work:

  • Not Invoiced — Jobs that still need an invoice
  • Invoiced — Jobs with invoices created
  • Batch Invoiced — Jobs included in batch invoices
  • Total Jobs — All jobs for the selected date
  • Total Hours — Combined technician hours in decimal format
  • Total Revenue — Revenue total for the day, with tips shown as a subtitle when present

Use these to decide whether to clear queue work, investigate failed payments, or move to send-only tasks.

Viewing Invoicing Jobs​

You can view your invoicing jobs in two different layouts:

Card view​

The default layout. Cards include line items, invoice activity, preauthorization details, and (if your role allows) timesheets.

Use this when you need to audit details before charging.

Table view​

Table view uses a grouped grid by team with sortable columns, filters, and right-pinned status, amount, and actions.

Use this when you need high-volume processing and quick scanning across many jobs.

Processing Invoices​

Each row or card has four queue actions:

  • Invoice - Create invoice for jobs not yet invoiced
  • Don't Invoice - Mark a job to skip invoicing in this batch run
  • Charge - Charge a selected payment method after invoice creation
  • Send - Send invoice notifications (email/SMS based on endpoint settings)

For direct charging, Pulse opens a payment-method drawer. For CardConnect customers, Pulse can preview and confirm surcharge before final charge.

Standard one-job flow​

  1. Click Invoice to create the invoice.
  2. Click Charge and select payment method.
  3. Click Send to deliver the invoice.

Pulse refreshes job data after each successful action.

Bulk Processing and Action Queue​

When you have many jobs to process for a single day, you can queue up actions across all jobs and run them in one batch. The sections below summarize how this works. For full details on the action queue, Select All options, and failure handling, see Bulk Processing.

tip

For a detailed walkthrough of the action queue, Select All behavior, and retrying failed jobs, see Bulk Processing.

How the Action Queue Works​

Each job can have one or more actions toggled on:

  • Invoice — Create invoice (for jobs not yet invoiced)
  • Charge — Charge the customer's payment method (for jobs already invoiced)
  • Send — Send the invoice notification by email (for jobs already invoiced)
  • Post Payment — Record a cash, check, ACH or other payment right after the invoice is created. It replaces Charge for that job. This option may need to be turned on for your company.
  • Don't Invoice — Skip this job in the current batch run

Toggle actions using the checkboxes on each job card or table row. The page automatically suggests default actions based on each job's current state. Jobs with no invoice default to Invoice. Send is also ticked for customers who have a contact set to receive Invoice notifications and an email address on file, on any billing terms. Charge is ticked for customers on credit card terms with a card on file.

Pulse reloads the day each time you open the page or pick a date. If a job's invoice was removed somewhere else since you last loaded it, that job goes back to the Invoice default. Jobs that did not change keep the actions you chose.

Select All Actions​

Use the Select All dropdown in the toolbar to quickly queue the same action for all eligible jobs at once:

Menu ItemWhat It Does
Invoice All (N)Queues Invoice for all uninvoiced jobs linked to QuickBooks
Batch All (N)Queues Batch Invoice for batch-billing customers (if batch billing is enabled)
Charge All (N)Queues Charge for all invoiced jobs with a payment method on file
Send All (N)Queues Send for all invoiced jobs that have not been sent yet

Each option shows a count of eligible jobs in parentheses. Options with zero eligible jobs are disabled.

Click Clear All to remove all queued actions and start fresh.

The Process Button​

When at least one job has an action queued, the Process N Jobs button appears:

  • Desktop — A floating button in the bottom-right corner of the page.
  • Mobile — A full-width button bar at the bottom of the screen.

Hover over the button to see a breakdown of queued actions (how many invoices, charges, and sends will run).

Click the X button next to it to clear all selections without processing.

Confirmation Dialog​

When you click Process N Jobs, a confirmation dialog appears showing exactly what will happen:

  • Invoice: N — Number of invoices to create
  • Batch Invoice: N — Number of batch invoices to create (if applicable)
  • Charge: N — Number of payments to charge
  • Post Payment: N — Number of cash, check or other payments to record
  • Send: N — Number of notifications to send

If the batch includes batch-billing jobs, a summary box shows how many jobs will be grouped into how many batch invoices (one per customer) and the batch total amount.

The dialog also shows warnings for two situations you should review before confirming:

  • Batch billing groupings — Jobs from the same customer that will be combined into one invoice. Review the groupings to make sure they match the intended billing period.
  • Incomplete timesheet and tip combos — Jobs that have a tip queued for charging but where technician timesheet hours are not yet fully entered. Tip proration may not calculate correctly in this case.

Click Process to start or Cancel to go back and adjust.

Progress Overlay​

After you confirm, a progress overlay appears at the bottom of the page and stays on screen until all jobs are processed. You can still see the invoicing page behind it.

The overlay shows real-time updates as Pulse works through each phase:

PhaseWhat Happens
Creating InvoicesInvoices are created and synced to QuickBooks
Charging CardsPayment methods are charged
Sending NotificationsInvoices are emailed to customers

A progress bar tracks how many jobs have been processed out of the total. The current phase name and job count update in real time.

When processing finishes:

  • All succeeded — The overlay shows a green checkmark with a summary like "9 invoiced, 7 charged, 9 sent" and automatically closes after a few seconds.
  • Some failed — The overlay stays open and shows a results panel you can expand to see each job's status. Failed jobs show a red badge and an error message. A Retry Failed button appears if applicable.
  • Error — If the entire batch fails, the overlay shows the error message with Try Again and Dismiss buttons.

The overlay cannot be dismissed while processing is in progress.

Retrying Failed Jobs​

If some jobs failed during bulk processing:

  1. Review the error messages in the results table.
  2. Fix the underlying issues (missing payment method, QuickBooks link, etc.).
  3. Close the progress dialog.
  4. The failed jobs still show their original status on the page.
  5. Queue the same actions again for just the failed jobs and reprocess.

If a Retry Failed button appears at the bottom of the progress dialog, click it to requeue only the failed jobs automatically.

Lock During Processing​

While a bulk process runs, Pulse locks the selected date to prevent duplicate processing. A banner appears at the top of the page showing which user started the process and a timeout time when the lock will automatically expire.

If another user tries to process the same date:

  • The Process button shows a lock icon and is disabled.
  • The banner shows who holds the lock and when you can retry.

Other users cannot queue or run actions until the lock expires or is released. The lock releases automatically when processing completes or times out. You can refresh the page to check whether the lock is still active.

Team grouping behavior​

In Card view, jobs are grouped in collapsible team sections. Each section is collapsible — click the team header to expand or collapse it. Team headers include:

  • Team name, with the team's color
  • Total bill amount for that team
  • Total tips for that team
  • Total hours for that team
  • Job count

Jobs that aren't scheduled to a team are grouped under Not Scheduled, which always appears first. The remaining teams follow in your team sort order.

This helps dispatch and accounting teams review performance per crew before final charging.

Payment Method Drawer​

When you click Charge on a job, Pulse opens a Payment Method drawer that shows all saved payment methods for the customer. You can select which card or bank account to charge from this drawer.

If the customer has no payment methods on file, the drawer prompts you to add one. You can add a credit card, debit card, or bank account without leaving the Invoicing page.

Selecting a Payment Method​

  1. Click Charge on a job card or table row.
  2. The Payment Method drawer opens, showing the customer's saved methods.
  3. Select the method you want to charge.
  4. If surcharges apply (see below), you will see a surcharge preview before confirming.
  5. Confirm the charge.

If you need to add a new payment method for the customer, click Add Card inside the drawer. This uses the same secure card entry form available on the customer's Billing & Payments tab.

Surcharge Tracking​

If your company uses CardConnect and has surcharge processing enabled, Pulse calculates and previews the surcharge before charging.

When you click Charge, the surcharge preview shows:

FieldDescription
Base AmountThe original invoice amount
Surcharge AmountThe calculated surcharge fee
Total AmountThe combined total the customer will be charged
Surcharge RateThe percentage applied
Fee TypeThe type of surcharge

Review the surcharge amounts and confirm to proceed with the charge.

Sales tax on the surcharge

When your company is set up to collect sales tax on surcharges, Pulse adds a taxable Credit Card Surcharge line to the QuickBooks invoice before it charges the card. QuickBooks Automated Sales Tax works out the tax on that line, so the customer pays the tax on the surcharge and the invoice is fully paid afterwards. The charge preview shows the surcharge without the tax on it, so the amount charged can be a few cents higher than the preview. If the card is declined, the surcharge line is removed. This applies to a charge for the full invoice balance from Invoicing, the customer portal, or a batch invoicing run, but not when a pre-authorization is captured. It may need to be turned on for your company; contact MaidCentral support.

note

Surcharge tracking is only available with the CardConnect payment integration. Other payment providers handle fees differently.

QuickBooks Online (QBO) Integration​

The Invoicing page includes built-in QuickBooks Online validation and connection management. These features help you catch problems before they cause failed syncs.

QBO Connection Banner​

If QuickBooks Online is not connected or the connection is blocked, a red banner appears at the top of the Invoicing page. This banner cannot be dismissed because invoices cannot be created or synced without a working QBO connection.

  • Not Connected -- QuickBooks is not linked. Go to Settings > Integrations to connect.
  • Connection Blocked -- The connection exists but is blocked (for example, due to expired authorization). The banner shows the reason and links to Settings.

When you load Daily Invoicing or Batch Invoicing, Pulse checks that all invoice line items and customer records are properly linked to QuickBooks. On Daily Invoicing, a job with a problem shows a red Items badge in its QuickBooks section, and the QBO Link Issues panel in the sidebar lists the affected jobs. On Batch Invoicing, a yellow warning banner appears below the toolbar.

The problems found are:

  • Invalid -- QBO Items that no longer exist in QuickBooks, or a rate modification whose QuickBooks item was saved blank (shown as QBO Item not linked).
  • Inactive -- QBO Items that exist but are marked inactive in QuickBooks.
  • Customer issues -- Customers not found or inactive in QuickBooks.

A scope with no QuickBooks Item is not flagged. When you invoice, Pulse uses the QuickBooks item named after the scope's group, creating it if it doesn't exist.

On Daily Invoicing, click the red Items badge, or Fix item links in the QBO Link Issues panel, to open the Fix QBO Item Links drawer. On Batch Invoicing, click Details to expand the banner and see each issue, then click Fix Links.

  1. On Daily Invoicing, click the red Items badge or Fix item links in the QBO Link Issues panel. On Batch Invoicing, click Fix Links on the banner.
  2. The QBO Item Link drawer opens, listing each item that needs attention.
  3. For each invalid or inactive item, select the correct QuickBooks item from the dropdown.
  4. Click Save to update the links.
  5. The validation banner refreshes. Fixed items are removed from the list.
tip

You can also link customers to QuickBooks directly from a job card. Click the QBO sync button on any job where the customer is not yet linked, and Pulse will create or match the customer in QuickBooks automatically.

QBO Auto-Configuration​

QuickBooks integration settings are managed in Settings > Integrations > QuickBooks Online. The configuration page includes:

  • Connection status -- Connect, disconnect, or reconnect your QuickBooks account.
  • Sync settings -- Choose what syncs automatically (invoices, payments, customers).
  • Customer sync settings -- Control how customers are matched and created in QuickBooks.
  • Account mapping -- Map MaidCentral income and expense accounts to QuickBooks chart of accounts.
  • Tax Calculation -- Shows how QuickBooks calculates sales tax for your company: QuickBooks Automated Sales Tax or QuickBooks Global Tax. It's read from QuickBooks, not chosen here; Pulse doesn't calculate tax itself.
  • Advanced settings -- Additional sync and behavior options (when enabled for your company).
  • Sync queue -- View pending and recently processed sync operations.

Troubleshooting​

A completed job has no invoice​

Invoice it from the job's date in Daily Invoicing:

  1. Go to Office > Invoicing and click the Not Invoiced tab. Set the date range to cover the job and find it in the list. Note its Job Date.
  2. Click the Daily Invoicing tab and use the date range picker to load that date (or a range of up to 7 days that includes it).
  3. Find the job's card. Invoice is ticked by default on jobs with no invoice; tick it if it isn't.
  4. Click Process on the card, or Process N Jobs at the bottom of the page, and confirm.

If Invoice can't be ticked, hover over it to see why. The customer may not be linked to QuickBooks yet (link them with the QBO sync button on the card), or the job totals $0.00, and Pulse doesn't invoice $0 jobs. For more on the list of uninvoiced jobs, see Jobs Not Invoiced Report.

I do not see jobs for today​

  1. Confirm the selected date.
  2. Confirm jobs are completed and in eligible status.
  3. Refresh and retry after schedule updates.

Charge is disabled​

Common causes:

  • Invoice is not created yet.
  • Customer has no active payment method.
  • Billing setup is incomplete for the customer profile.

Batch run partially failed​

  1. Open the results table in the progress dialog.
  2. Review each failed job's error message.
  3. Fix data issues (payment method, billing terms, etc.).
  4. Re-run only needed actions.

I can see Invoicing but missing some controls​

Your role may have view/edit access but not admin-level accounting actions. Ask an administrator to verify:

  • Tenant feature enablement for accounting/invoicing
  • Role permission assignment for invoicing and accounting operations

This means some service scopes, rate modifications, or customers are linked to QuickBooks items that are invalid or inactive, or customers that need attention. Click Fix Links to open the QBO Item Link drawer and map each item to the correct QuickBooks entry.

Charge says "Customer must be connected to QuickBooks first"​

The customer does not have a QBO customer record linked. Click the QBO sync button on the job card to create or match the customer in QuickBooks, then retry the charge.

A red banner says "QuickBooks Not Connected"​

QuickBooks Online is not connected to your MaidCentral account. Go to Settings > Integrations > QuickBooks Online and follow the connection steps. Invoices cannot be created until the connection is active.

Best practices​

  • Process by date at end of day to keep cash flow current.
  • Use Card view for exception handling and audits.
  • Use Table view when processing large daily volume.
  • Review failed payment errors immediately to reduce aging receivables.