Skip to main content

Invoicing Overview

The Invoicing module in MaidCentral Pulse is where office teams manage the full billing cycle — from creating invoices for completed jobs to collecting payments and tracking outstanding balances. It includes a daily invoicing workspace, batch invoicing for multi-day billing, payment processing, and reporting tools.

Who Can Access This​

RoleAccess Level
AdministratorFull access — create, charge, send, void, bulk process
Office, Sales, HR Admin, Payroll AdminNo access

Invoicing is limited to Administrators. Other roles do not see Invoicing in the navigation.

note

This feature may need to be enabled for your company. If you are an Administrator and don't see Invoicing in the navigation, contact your administrator to check your feature settings.

How to Open Invoicing​

Click Office in the left navigation, then click Invoicing. The Overview tab opens, showing recent invoicing activity and shortcuts to the invoicing tools and reports. To work on jobs, open the Daily Invoicing tab.

Tabs in the Invoicing Module​

Invoicing is a single entry in the navigation. Everything in the module is reached from the tabs across the top of the page:

TabWhat It Does
OverviewRecent invoicing runs, recent invoices, and shortcuts to invoicing tools and reports
Daily InvoicingDaily workspace for creating, charging, and sending invoices
Batch InvoicingGroup multiple jobs by customer into batch invoices across a date range
PreauthorizationPre-authorize customer cards before service and capture approved payments
Charge CustomersCollect deposits for upcoming jobs by charging cards on file
Not InvoicedList of completed jobs that haven't been invoiced yet
Open InvoicesList of unpaid invoices with balance, due date, and customer details

Batch Invoicing, Preauthorization, Charge Customers, Not Invoiced, and Open Invoices only appear if that feature is enabled for your company.

Views on the Daily Invoicing Page​

The daily invoicing workspace offers two views. Switch between them using the view switcher in the toolbar.

Card View​

The default view. Shows job cards grouped by team, with line items, QuickBooks link status, timesheet information (if your role has payroll access), and tip editing (when rate editing is enabled for your company). Use this view when you need to audit job details before charging. See Invoicing Card View for the full guide.

Table View​

Shows jobs in a data grid grouped by team, with sortable columns, filters, and inline actions. This view works best when you need to scan and process a large number of jobs quickly.

Invoice Lifecycle​

An invoice moves through several statuses during its life:

StatusWhat It Means
Not InvoicedThe job is complete but no invoice has been created yet
Created / PendingAn invoice exists but has not been charged or sent
SentThe invoice has been emailed to the customer
Charged / PaidPayment has been successfully collected
VoidedThe invoice has been cancelled (with a reason recorded)

The typical flow is: Not Invoiced → Created → Charged → Sent. Some companies send before charging, and the order of Charge and Send can vary based on your workflow.

KPI Dashboard​

At the top of the Daily Invoicing tab, summary cards show the current state for your selected date:

  • Not Invoiced (red) — Jobs still needing invoices
  • Invoiced (green) — Jobs with invoices created
  • Batch Invoiced (yellow) — Jobs included in batch invoices
  • Total Jobs — All jobs for the date
  • Total Hours — Combined technician hours in decimal format (for example, 42.5)
  • Total Revenue — Revenue total; shows the tips amount as a subtitle when tips are greater than $0

These numbers update as you process invoices, giving you a real-time view of your progress.

Invoice Detail Drawer​

Click any invoice to open the detail drawer, which shows:

  • Invoice number and status with date created
  • Line items — Each service, fee, tip, or adjustment with amount and tax status
  • Payment history — All charges and payments applied to the invoice
  • Credits applied — Any customer credits used
  • Balance — Remaining amount owed
  • QuickBooks sync status — Whether the invoice has synced to QBO
  • Activity timeline — Complete audit trail of every action (created, sent, charged, voided) with timestamps and user names

From the detail drawer, you can take actions like Charge, Send, Void, Download PDF, or Apply Credit.

QuickBooks Integration​

If your company uses QuickBooks Online, the invoicing page includes built-in validation:

  • A red banner appears if QuickBooks is not connected — invoices cannot sync without a connection
  • If invoice line items or customers have invalid or inactive QuickBooks links, Daily Invoicing shows a red Items badge on the job card and lists the job in the QBO Link Issues sidebar panel; Batch Invoicing shows a yellow banner
  • Click Fix Links to re-map invalid or inactive items to the correct QuickBooks entries

For detailed QuickBooks setup, see Accounting Settings.

Automatic Balance Reconciliation​

When a payment is recorded directly in QuickBooks Online — or carried over from the legacy system — Pulse now automatically syncs the invoice balance back from QBO. This means:

  • Invoices paid inside QuickBooks no longer remain Overdue in Pulse — the status updates to reflect the actual balance automatically.
  • Settled invoices (balance = $0) no longer show a Reprocess option in the invoice detail drawer.
  • No manual steps are required. The sync happens in the background and is visible the next time you open the invoice or refresh the invoicing page.
note

Automatic balance sync applies only to branches with an active QuickBooks Online connection. If your invoices are still showing as Overdue after QBO payment, confirm that your QuickBooks connection is active in Settings > Integrations > QuickBooks Online.

Searching for Jobs​

On the Daily Invoicing tab, type at least two characters in the toolbar search box to filter the list by job ID, customer name, address, or team name. The list narrows as you type. If your toolbar shows Jump to job, use it to go straight to a job without filtering the list.

Activity Sidebar​

The activity sidebar is a collapsible panel on the right side of the invoicing page. It flags jobs that need your attention before processing. You can expand or collapse it at any time.

The sidebar highlights three types of issues:

  • Incomplete timesheets — Jobs where technician hours have not been fully entered
  • QuickBooks link issues — Jobs where the customer or service item is not connected to QuickBooks
  • Payment failures — Jobs where a previous charge attempt failed

Each flagged job shows its job ID and the reason it was flagged. Click any item in the sidebar to jump directly to that job on the page.

Mobile Access​

On mobile devices, the invoicing page shows the same job cards with the same core actions (invoice, charge, send). The KPI dashboard adapts to a compact stats display.

Reporting Tools​

Open Invoices Report​

Shows all unpaid invoices across all customers. Use this to track outstanding balances, follow up on overdue payments, and manage accounts receivable.

Open the Open Invoices tab on the Invoicing page to access this report.

note

The Open Invoices report requires the Open Invoices feature to be enabled for your company. If you don't see the tab, contact your administrator.

Jobs Not Invoiced Report​

Shows completed jobs that are past your invoicing threshold but don't have invoices yet. Use this to catch jobs that were missed during daily processing.

Open the Not Invoiced tab on the Invoicing page to access this report. It is also listed on the Reports page.

note

The Jobs Not Invoiced report requires the Not Invoiced feature to be enabled for your company. If you don't see the tab, contact your administrator.

Tips and Best Practices​

  • Process invoices daily at end of day to keep cash flow current.
  • Use Card view for auditing details before charging and Table view for scanning and processing many jobs quickly.
  • Check the KPI strip before starting — it tells you exactly how many jobs need attention.
  • Review the Open Invoices Report weekly to follow up on unpaid balances.
  • Fix QuickBooks links early — resolve the yellow validation banner before processing to avoid sync failures.
  • Use the toolbar search to quickly find specific jobs without scrolling.

Troubleshooting​

IssueSolution
Invoicing not in navigationYour company may not have invoicing enabled. Contact your administrator.
No jobs showing for todayCheck the selected date. Verify jobs are completed and in eligible status.
Charge button is disabledThe invoice may not be created yet, or the customer has no active payment method.
Yellow QuickBooks bannerService scopes or customers have invalid or inactive QuickBooks links. Click Fix Links to resolve.
Red QuickBooks bannerQuickBooks is not connected. Go to Settings > Integrations > QuickBooks Online to connect.
Invoice still shows Overdue after paying in QuickBooksConfirm your QuickBooks Online connection is active in Settings > Integrations > QuickBooks Online. Balance sync requires an active connection.