BlueSuite’s invoice feature lets you create, send, and track professional invoices with optional online payment and automation. Whether you bill once or bill a customer repeatedly for ongoing service, this tool keeps your invoicing organized and efficient.
To create an invoice:
You can also create an invoice from an upcoming payment in a job’s Billing section. The invoice stays linked to the job.
For a one-time job with a payment schedule, create each installment invoice from its payment in Billing. An upcoming payment is not yet an invoice. You can create a draft, send it to the customer, or schedule a future send date.
When the job is split into multiple payments, each invoice uses the installment description and its amount after the job’s discounts and tax. A single payment of 100% keeps the job’s products and services. Do not add the job’s tax or discount again to an installment amount.
A required quote deposit is collected on the quote and appears separately in job Billing. Do not invoice that deposit again or deduct it a second time from each installment.
Installments and partial payments are different: a schedule creates separate invoices for agreed amounts, while a partial payment reduces the balance of an existing invoice. Open each invoice to check its exact remaining balance.
Creating any invoice, including a draft, locks the job’s payment schedule. For setup and editing rules, see Payment Schedules: Deposits and Installment Invoices.
Invoices are built with products and services. Read more about this feature.
If your invoice is in Draft and includes existing services that have been updated in your catalog, you’ll be prompted to refresh those services to reflect the latest pricing or details.
Click Send to deliver the invoice:
You can also:
When you choose to send an installment from job Billing, BlueSuite first creates a draft and opens the email composer. Complete the email to send it; closing the composer leaves the draft.
When scheduling an installment from Billing, choose a future send date. The invoice’s due date is calculated from that date, the job’s payment terms, and your workspace’s time zone. Changing job payment terms later affects future invoices, not invoices already created.
Autopay is a separate setting for eligible scheduled invoices. It requires Advanced access or an eligible trial, connected Stripe payments, and a saved customer payment method. Creating a payment schedule or choosing a future send date does not turn autopay on.
If Stripe is enabled (under Settings > Payment Processing), your customer can pay online. Read more about accepting payments.
To manually record a payment:
This is useful for logging cash, checks, or external card payments.
Invoice status is:
Available statuses include:
An invoice moves to Overdue automatically once its due date passes without full payment. This is judged against your workspace’s own time zone, so an invoice is never marked overdue before the due date has actually passed where your business is.
An invoice linked to a job affects its payment status and attention flags. Paying the last outstanding invoice can complete the job when its other completion conditions are met. Those checks use invoices already created, so also review Billing for scheduled payments that have not been invoiced. See the Jobs guide for details.
Repeat billing in BlueSuite is handled through recurring jobs.
Set the job’s Schedule Type to Recurring, build the appointment schedule, and enable automatic invoicing to create and send an invoice each time an appointment is marked complete. The invoice is built from the products and services on the job, and can charge a saved payment method automatically if you turn on autopay.
Billing this way means you only invoice for visits that actually happened. A cancelled visit simply produces no invoice, so there is nothing to void afterwards.
Full setup instructions are in the Recurring Appointments, Jobs, and Invoices guide. For subscription-style billing that is not tied to individual visits, see Service Plans.
Comments added to an invoice are internal-only and not visible to customers. Use this area for team notes, follow-ups, or payment reminders.