Creating and Managing Invoices

The invoice workflow is identical to estimates — same fields, same AI pricing, same line items. The difference is invoices have payment links built in and trigger automatic reminders.

Creating a new invoice

1. Click New Invoice from the dashboard or the Invoices page
2. Select the client (existing or add new)
3. Add line items (use AI Smart Pricing if helpful)
4. Set tax, notes, and recurring options the same way as estimates
5. Click Send

Estimate-to-invoice conversion

Once a client accepts an estimate, convert it with one click:

1. Open the accepted estimate
2. Click Convert to Invoice
3. All line items, totals, tax, and notes carry over automatically
4. Review and adjust if needed (e.g. final material counts may differ from the estimate)
5. Send

Branded payment links

Every sent invoice includes a one-click payment link powered by Stripe. The client receives an email with:

• Itemized invoice (PDF attachment + view-in-browser link)
• A "Pay Now" button — opens a Stripe-hosted checkout
• Credit card, debit card, ACH bank transfer (US), Apple Pay, Google Pay
• Funds deposit directly into the client's bank account — ResellPortal never touches the money

Invoice statuses

• Draft — saved but not sent
• Sent — delivered to the client's email, awaiting payment
• Viewed — client opened the invoice (handy for follow-ups)
• Paid — payment received, money in the bank
• Overdue — past the due date without payment
• Cancelled — manually voided

Automated payment reminders

The system automatically chases overdue invoices on a schedule:

• Day 1 after due date — friendly nudge ("Just a reminder…")
• Day 7 after due date — firmer follow-up ("This invoice is now 7 days past due")
• Day 14 after due date — final notice ("Please pay to avoid service interruption")

Clients can disable specific reminders in settings, but most leave the defaults on — they're universally what works for chasing payment.

Recurring invoices

Set up once, billed automatically forever (or until canceled). Two ways to use:

Subscription / retainer

Monthly retainer for an agency client — same amount every month, no manual work. Set it and forget it. Each cycle generates a new invoice and sends payment link.

Maintenance contract

Quarterly HVAC tune-up — every 3 months an invoice goes out automatically. Client recognizes the recurring cadence and pays without questions.

Mobile use

The platform is fully mobile-responsive. Real-world workflow for a contractor:

1. Finish job at the customer's house
2. Open invoicing on their phone
3. Click New Invoice, select the client
4. Use AI Smart Pricing to draft line items quickly
5. Click Send — customer's phone buzzes with the invoice email
6. Customer pays via Stripe link before the contractor leaves the driveway

This single workflow has been the highest-converting demo for contractor sales. Show it once, you sell the product.

Tips

• Always send invoices same-day — invoicing 5 days later cuts payment speed by 50%
• Use the "Viewed" status — if invoice is Viewed but not Paid for 3+ days, send a personal follow-up
• Encourage Apple Pay / Google Pay — they convert ~30% faster than card entry
• Set due dates of 7 or 14 days — Net 30 is industry standard but slows your cash flow unnecessarily