Overview
The Invoices tab shows all your billing for the selected month, with a summary of total invoiced, total collected, and outstanding amounts. Use the month selector at the top to navigate back up to 24 months.
Invoices can be created directly from a completed job (the fastest approach) or as standalone invoices not linked to any job.
Creating an Invoice
From a job (recommended)
Open a job that's marked Done, then tap Create Invoice. WorkMate pre-fills the line items, customer details, and totals from the job. Review, set a due date, and save.
Standalone invoice
Tap the + button on the Invoices tab to create an invoice from scratch. Fill in:
- Customer — select from your customer list.
- Line items — add descriptions, quantities, and unit prices. Drag to reorder.
- Tax rate — enter a percentage and WorkMate calculates the tax amount.
- Due date — the date payment is expected.
- Payment method — Card or Cash (for your own records).
- Notes — any instructions or details for the customer.
Tap Save Invoice.
Invoice Statuses
| Status | What it means |
|---|---|
| Draft | Created but not yet sent to the customer. |
| Sent | Emailed to the customer and awaiting payment. |
| Overdue | Due date has passed without payment received. |
| Paid | Payment received and recorded. |
Overdue invoices also appear on the dashboard so you can act on them quickly without digging through the Invoices tab.
Sending an Invoice
Open the invoice and tap Mark as Sent. WorkMate emails the invoice PDF to the customer along with a payment link (if payment is configured). The status updates to Sent automatically.
You can also tap Send Email manually at any time to re-send or send a reminder.
The invoice detail screen shows an activity log — every send, view, payment, and delivery failure is recorded with a timestamp.
Note: If an email delivery fails, the activity log will show a failure entry. Check that the customer's email address is correct and try sending again.
Payment Links
WorkMate can generate a secure payment link for your customer so they can pay online.
- US contractors — connect a Stripe account (in Account → Payment Details) to accept card payments directly. The payment link opens a Stripe-hosted checkout.
- Non-US contractors — WorkMate generates a web payment page showing your bank details so customers can transfer funds.
To generate a payment link, open the invoice and tap Generate Payment Link. You can copy the link or share it directly.
Tip: Set up your payment details in the Account tab before you start sending invoices so payment links work from day one.
Recording a Payment
When a customer pays — whether online or in cash — mark the invoice as paid:
- Open the invoice.
- Tap Mark as Paid.
- WorkMate records the payment date and updates the status to Paid. The linked job also moves to Paid status.
You can also tap Send Receipt to email the customer a paid receipt.
Invoice Activity Log
Every invoice has a full activity log at the bottom of the detail screen. It records:
- When the invoice was generated
- When it was emailed and to which address
- When the customer viewed the invoice online
- Payment events
- Receipt sends
- Any delivery failures
This log is permanent and can be useful for resolving disputes about whether a customer received or viewed an invoice.
Exporting Invoice PDFs
Open any invoice and tap the Share icon to export a PDF. You can save it to your phone, share it via messaging apps, or print it directly.
The PDF includes your business name, customer details, itemised line items, tax, total, and due date.