Docs / Estimates & invoices

Estimates & invoices

Siteflow Pro keeps the estimate, the invoice and the payments on the job, so totals never disagree between screens.

The estimate panel

On a job’s Overview tab (admins) the Estimate & Invoice panel holds the numbers:

Line items: add labor, materials, milestones or expenses with quantity and rate. Tap Use line items total to copy their sum into the estimate and final amount.
Estimate total, deposit received and final invoice amount.
A strip showing Total, Collected and Balance.
Invoice Sent and Mark Accepted buttons to move the job through the pipeline by hand.

Create and send an invoice

Tap Create Invoice in the panel, or pick a job in More → Invoices.
Check From (your business details from Settings) and Bill To (prefilled from the job; edits apply to this invoice only).
Edit line items, tax rate and discount. The total updates as you type.
Add a client note and payment terms. The due date defaults to 14 days after the invoice date and can be changed.
Tap Save Draft, PDF (share the PDF anywhere) or Email Client (opens your Mail app with the PDF attached).

Your invoice status is protected

Saving, sharing the PDF or emailing again never turns a Sent, Accepted or Paid invoice back into a Draft. Emailing a draft marks it Sent and moves the job to Invoice Sent.

Record payments

In the invoice screen tap Record payment, enter the amount, choose cash, bank, card, check or other, and add an optional note. Partial payments are fine.

The invoice shows Paid and Balance due.
When payments reach the total, the invoice, the payment status and the job all become Paid, and the job moves to Closed / Paid.
If you delete a payment from a paid job, the job re-opens automatically.
Cash and bank totals follow the recorded payments, so integrations receive the right amount_received.

Overdue invoices and reminders

An invoice is overdue when it has been sent, still has a balance and its invoice due date has passed. Overdue invoices float to the top of More → Invoices, have their own filter, and are totalled in the Overdue figure on Home and Invoices.

Tap Send reminder on an overdue invoice (or Send payment reminder inside the invoice) to open an email to the client with the balance, the due date and the invoice PDF attached.

How the numbers are calculated

Figure	Definition
Total	Invoice amount, otherwise the final amount, otherwise the estimate, otherwise the line-item subtotal.
Collected	Payments recorded on the invoice. If none are recorded, deposit + cash + bank. A job marked Paid counts as fully collected.
Balance	Total minus collected (zero when Paid).
Outstanding	Balance on invoices that are Sent or Accepted.
Overdue	The part of outstanding whose invoice due date has passed.

Home, Invoices, Reports and each client use exactly these definitions.

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