Jobber - Job Setups and Progress Invoicing

Jobber can sometimes appear to be made for quick in and out work but it has the capability to quote and invoice large projects too. This workflow will cover quoting, deposits, and progress invoicing

Janine Chambers
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64 steps
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11 minutes

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Jobber

Sample quote layout

Electrical New Build Quote Sample

Job Set Up For Progress Payments - RECURRING JOBS

Tip! Recurring Jobs aren't just for planned and scheduled visits. They can be used to create multiple invoices or bill at certain frequencies.

Click "New"

Click "Job"

Title Your Job

Choose "Recurring Job"

Schedule Settings

Set your schedule or leave as "as needed" if the visits will be sporadic

Set the duration or leave as 6 months. This number doesn't really matter.

Invoicing Settings

Click "Fixed price"

Set the invoice reminder to "as needed" and leave auto invoice and pay off

Line Items Should copy over from your quote

Click "Save Job"

Creating the first invoice to assign the deposit

**On the job** select "more actions"

Click "Generate Invoice"

Naming Invoices For Customer Clarity

Update the invoice subject to indicate what the invoice is for "progress invoice 1 of 3" for example

Adjusting INVOICE Pricing to Deposit Amount

Change the total of the amount you are billing. This will not alter the pricing on the job, changes made on an invoice are unique to that invoice.

Tip! to bill a percentage use the decimal representation of percentage in the quantity. For the initial invoice however it is best to use the actual total of the deposit.

Description explaning what is being billed

Update the "description" of your line item to document what the invoice is for and make it very clear that it is a progress invoice.

Type "Progress Invoice 1 of 3 for work completed on your really cool job. Total project price is $6000.00 [[enter]] Your next installment of 2000.00 is now due to continue your really cool job."

Issue Dates

Change issued date if needed.

Payment Terms

Change Payment due date to upon receipt

Click "Add Deposit"

Credit Card Deposit

If deposit was made through jobber it will show up here

Manual Deposit

If the deposit is already recorded choose it from the menu that pops up or if the deposit has not yet been added you can add it here. Choose the payment type if entering manually

Enter the amount

Add check number for reconciliations if needed

Make a detailed note that the cheque/payment was a deposit on that job number

Click "Save"

Click "Save And" on the invoice

Click "Send as Email"

Update the subject line of the email and the email text to make it very clear that this is Invoice 1 of 3 or the initial invoice.

Tip! Naming the invoice copies it over to your email. You can text the invoice but I always recommend emailing as well to include more details. Emails are recorded in Jobber. The more detail you have the better.

Sample Text for Progress 1 of 3

" Hello, We have now completed the initial phase of your project. Please see your first of three invoices. Your next installment of 2000.00 is now due in order for us to continue. If you would like to pay by credit card another invoice will be sent for you to make your payment through our convenient online payment option. If you would like to pay by another method please let us know.

Click here to attach the invoice for the customers records. Jobs with multiple invoices can sometimes be confusing.

Click "Send Email"

Close The Invoice

Click "More Actions"

Click "Close Invoice"

Click "This will change the invoice status to paid, without updating the client's account balance" only do this when the invoice is at a zero balance due to a deposit to prevent clients getting an email reminder on a zero balance invoice

Requesting phase II payment through the second invoice

**On The Job** Click "More Actions"

Click "Generate Invoice"

Click the "Subject" field. Change the text to read "request for progress payment"

Update the "Description" field Type "Progress payment 2 of 3 is now due to continue your project."

Change the amount to the amount now due

Click "Save And..."

Click "Send as Email"

Update the default text with text explaining the purpose of the invoice.

Tip! the wording on this invoice can be changed later when the work is actually completed and all funds are paid.

Type "As discussed please see the attached invoice to request payment for phase 2 of your project."

Click the "Message" field.

Click here.

Click "Send Email"

If manually paid "Collect Payment" on the invoice for the second progress payment. If the customer paid online this step is not required.

Editing An Invoice To Reflect Progress Payment

Click on the invoice

Click "Request for progress payment May 11 2023"

Click "Edit"

Click the "Subject" field.

Click the "Subject" field and update to **Progress Invoice 2 of 3**

Click "Update Invoice"

Creating the final invoice

Click "More Actions"

Click "Generate Invoice"

Click the "Subject" field.

Type "Progress Invoice 3 of 3" of "Final Invoice

Click this text field to update the remainder owing on the job

Click the "Description" field. Type "Progress payment 2 of 3 is now due to continue your project."

Click "Save And..."

Click the "Message" field. Update wording to reflect that this is the last invoice and that you enjoyed working with them.

Type "Your third and final invoice is attached. Please remit payment at your earliest convenience online or let us know if you would like to use another method of payment. [[enter]]"

How Billing History Will Appear At Job Level

Under Billing history on the job you will see all bills with the description