Invoices
Create, send, and manage invoices for your repair services
The Invoices list view showing all invoices with status filters
Overview
The Invoices module is your central hub for billing customers. Whether you are billing for a quick repair, a complex service project, or ongoing maintenance, RAD Repairs provides all the tools you need to create professional invoices, accept payments, and track your revenue.
Multiple Payment Methods
Accept credit cards via Stripe, ACH bank transfers, cash, check, or store credit.
Email Invoices
Send invoices directly to customers via email with one click.
PDF Preview
Preview and print professional PDF invoices directly from your browser.
Recurring Invoices
Set up automatic recurring invoices with auto-send and auto-charge options.
Invoicing Workflow
The typical invoice workflow in RAD Repairs follows these stages:
Create a new invoice from scratch or from an existing ticket. When created from a ticket, customer information is pre-populated automatically.
Add products, services, and labor charges. Apply taxes, discounts, and adjust quantities as needed. The total updates automatically.
Review the invoice details, add any notes for the customer, then send it via email or print a copy for in-person transactions.
Process payments using the Take Payment button. Accept credit cards via Stripe, ACH bank transfers, cash, check, or apply store credit.
Once paid, the invoice status updates and contributes to your revenue reports. Track all invoices using status filters.
Invoice List View
The invoice list provides a comprehensive view of all your invoices with powerful filtering and search capabilities.
Status Filters
Quickly filter invoices by status using the shortcuts in the left sidebar:
- All Invoices - Shows all invoices regardless of status
- Paid - Fully paid invoices
- Past Due - Invoices past their due date
- Refunded - Invoices that have been refunded
- Recurring - Recurring invoice templates
Search & Sort
Search invoices by:
- Invoice number
- Customer name
- Customer phone or email
- Line item descriptions
Click on any column header to sort the invoice list. Click again to reverse the sort order. This works for invoice number, customer name, date, amount, and status.
Creating an Invoice
There are two ways to create a new invoice:
Method 1: From Scratch
- Click + New Invoice in the top navigation or on the Invoices page
- Search for and select a customer (or create a new one)
- Add line items for products and services
- Set the due date and add any notes
- Save as draft or send immediately
Method 2: From a Ticket
- Open the ticket you want to invoice
- Click the Create Invoice button
- Customer information is automatically populated
- Add products and services used during the repair
- The invoice is linked to the ticket for reference
Creating invoices from tickets saves time and ensures consistency. It also maintains a clear audit trail linking the work performed to the billing.
Adding Line Items
Add products and services to your invoice using the searchable line item interface.
Adding Products and Services
In the line items section, click the + Add Item button to add a new line.
Start typing in the product/service field to search your catalog. Select an item from the dropdown to auto-fill the price.
Set the quantity and adjust the price if needed. Each line item has its own taxable checkbox.
Custom Items
You can also type a custom description directly instead of selecting from the catalog. Just enter the name, set the price and quantity manually.
If you find yourself adding the same custom item frequently, consider adding it to your Products or Services catalog for faster entry and better reporting.
Tax Calculation
RAD Repairs calculates tax based on your location settings.
Tax Settings
Tax rates are configured per location in Admin Settings. The system supports both state and city tax rates which are combined for the total tax rate.
Per-Item Tax Control
Each line item can be marked as taxable or non-taxable using the checkbox on the line item. Products and services from your catalog will automatically inherit their taxable setting.
Tax is calculated only on taxable line items. The invoice shows a breakdown of state and city tax when applicable.
Store Credit
Apply customer store credit when taking payment.
Using Store Credit
When processing a payment, you can apply a customer's available store credit:
- Click Take Payment on the invoice
- Select Store Credit as the payment method
- The customer's available credit balance is displayed
- Enter the amount to apply (up to the available balance or invoice total)
Store credit is managed in customer profiles. The credit balance is automatically deducted when applied to an invoice.
Invoice Statuses
Invoices can have the following statuses:
| Status | Color | Description |
|---|---|---|
| Draft | Gray | Invoice is being prepared |
| Sent | Blue | Invoice has been sent to the customer |
| Unpaid | Yellow/Amber | Invoice is awaiting payment |
| Paid | Green | Invoice has been fully paid |
| Overdue | Red | Invoice is past its due date |
| Refunded | Purple | Invoice payment has been refunded |
| Cancelled | Gray | Invoice has been cancelled |
Use the sidebar shortcuts to quickly filter invoices by status. The stats cards at the top show counts for Unpaid, Past Due, and Paid invoices.
Sending Invoices via Email
Send invoices directly to your customers via email.
Sending an Invoice
The customer must have an email address on file. This is displayed in the customer info section when editing an invoice.
Click the Save & Send button to save the invoice and email it to the customer in one action.
If the customer does not have an email address, you will be prompted to add one before sending. You can also use the Preview button to generate a PDF for printing instead.
Online Payment with Stripe
Accept credit card and ACH payments through Stripe integration.
Setting Up Stripe
Stripe must be configured in Admin Settings before you can accept card payments. Contact your administrator if Stripe is not configured.
Taking a Payment
- Open an unpaid invoice and click Take Payment
- Select a payment method from the available options
- For credit cards, enter the card details in the Stripe card form
- Click Process Payment to complete the transaction
Supported Payment Methods
| Method | Description |
|---|---|
| Credit Card | Enter card details in the secure Stripe form |
| Saved Card | Use a card saved on the customer's profile |
| ACH Bank Transfer | Bank account payments (lower fees, 4-5 day settlement) |
| Cash | Record cash payments received in person |
| Check | Record check payments with check number |
| Store Credit | Apply available credit from the customer's balance |
RAD Repairs never stores credit card numbers. All card processing is handled securely by Stripe.
Recording Cash and Check Payments
For payments received in person, use the Take Payment feature to record them.
Recording a Cash Payment
- Open the invoice and click Take Payment
- Select Cash as the payment method
- Add any optional payment notes
- Click Process Payment
Recording a Check Payment
- Open the invoice and click Take Payment
- Select Check as the payment method
- Enter the check number in the notes field for your records
- Click Process Payment
Use the payment notes field to record check numbers, transaction references, or any other relevant details about the payment.
Printing and PDF Preview
Preview and print invoices directly from your browser.
Preview Button
Click the Preview button to open a PDF version of the invoice in a new browser tab. From there you can:
- Print the invoice using your browser's print function
- Save the PDF to your computer
- Review the invoice layout before sending
Save & Print
The Save & Print button saves the invoice and sends it to the AutoPrinter service (if configured). This is useful for automatically printing invoices to a receipt printer or label printer.
Invoice PDF Contents
The generated PDF includes:
- Your company logo and contact information
- Invoice number and date
- Customer information
- Itemized list of products and services
- Subtotal, tax breakdown, and total
- Due date
- Invoice notes
If you have RAD AutoPrinter configured, the Save & Print button will send invoices directly to your printer. Configure this in Admin Settings.
Recurring Invoices
Set up automatic recurring invoices for subscription services, maintenance contracts, or managed services.
Creating a Recurring Invoice
Click New Recurring in the sidebar shortcuts to open the recurring invoice form.
Search for and select the customer who will receive the recurring invoices.
Set up the recurring invoice template:
- Template Name - A name to identify this recurring invoice
- Frequency - Weekly, Monthly, Quarterly, or Annually
- First Invoice Date - When the first invoice will be generated
- Billing Terms - Due on receipt, Net 15, Net 30, etc.
Add the products and services that will appear on each invoice. Search your catalog or enter custom items.
Enable optional automation features:
- Auto-send email - Automatically email the invoice when generated
- Auto-charge card - Automatically charge the customer's saved payment method
Managing Recurring Invoices
Use the Recurring filter in the sidebar to view all recurring invoice templates. Click on a template to:
- Edit template details and line items
- Change the frequency or next run date
- Enable or disable auto-send and auto-charge
- Pause or activate the recurring invoice
To use auto-charge, the customer must have a saved payment method on their profile. You can add payment methods in the customer's profile page.
Frequently Asked Questions
Limits & Considerations
- Deleted invoices cannot be recovered (consider using Cancelled status instead)
- Stripe payments require Stripe to be configured in Admin Settings
- Auto-charge on recurring invoices requires the customer to have a saved payment method
- Recurring invoices require at least one line item with a price greater than zero
- Email sending requires the customer to have an email address on file
Tickets
Estimates
Customers
Products & Services
Reports
Admin Settings