> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/field-operations/mobile/create-and-send-quotes-and-invoices.md). # Create and send quotes and invoices on mobile Technicians can prepare a quote or invoice while working a visit, preview the customer-facing document, and send or finalize it from the mobile app. The document stays linked to the job so both the field team and office team can find it later. > **Where to find it:** Mobile app > Visits > visit detail > Job Quotes & Invoices ## Before you start * Clock in to the visit. * Make sure your role can create the type of document you need. The **Default Super Technician** role includes mobile access plus quote and invoice creation (and creating your own visits from the Open tab). Invoices must also be enabled for your business. * Connect to the internet to generate with AI, preview a PDF, send, sign a quote, or collect payment. You can edit and save drafts and capture invoice signatures offline. You can also finalize an invoice offline for syncing later unless Essential still needs an online payment provider to calculate its sales tax. If you can view but not create a document, you can still open existing job quotes or invoices from this section. When starting a new quote or invoice, Essential checks the visit's item pricing. After an app update, or if your billing access has just been enabled, a previously downloaded visit may need one internet connection before you can start a new document offline. If loading fails, reconnect and tap **Retry**. Existing drafts remain available, and visits with verified downloaded pricing can still start new drafts offline. ## Create a quote 1. Under **Job Quotes & Invoices**, tap **Create** beside **Quotes**. This opens the **New Quote** screen with two tabs: **Generate draft**, where Essential drafts the quote from one of your office's templates or your own description, and **Create from scratch**. The app opens on **Generate draft** the first time and afterward on the tab you used last. The steps below use **Create from scratch**; a generated draft opens in the same editor for you to review. 2. Tap **Add** beside **Items** to add pricebook or custom items, then review each description, quantity, unit price, and tax selection. * If the draft uses a quote document template configured without items or pricing, the Items and pricing sections are hidden. Review the description and Terms & Conditions instead. * If the draft contains item groups, review the group headings and move an item to another group or **Other** as needed. The app preserves those groups when you preview, save, or turn a signed quote into an invoice. * If your role has the Edit Sales Tax permission listed under Quote, tap **Adjust** beside **Sales tax rate**, choose which items are taxable, and select each item's rates — the address-calculated automatic rate or one or more of your business's configured rates, as applicable (a single item never combines the two). Without that permission, the row isn't shown and tax applies automatically. 3. Choose the applicable **Terms & conditions**. 4. Tap **Save Draft** to keep your work without sending it. The draft appears under **Job Quotes & Invoices**. If you are offline, **Pending sync** means the completed save is queued and will sync after you reconnect. **Saved on device** means required information is still missing; complete those fields and save again. Reconnecting alone does not clear that label. 5. Under **Preview Quote PDF**, tap the card whenever you want to review the customer-facing document. 6. Choose one of the quote actions: * **Send Quote:** Select one or more email recipients, then send the quote. * **Get Signature:** Enter the customer signer’s full name, review the signature statement with them, and tap **Mark Quote Signed**. For a standard quote, required actions remain unavailable until it has at least one item, terms and conditions, a valid total, and any required recipients or signature name. A quote that uses a document template configured without items or pricing needs no item or total, but still needs terms and conditions and any required recipient or signature name. Sending and signing require an internet connection. An older saved quote may need one connection to load its pricing setting. Until then, you can edit and save its other details on the device; item editing, sending, signing, and invoice conversion become available after that setting loads. Existing saved items are preserved while you reconnect. After a quote is signed, tap **Turn into Invoice** to open an editable invoice draft. If the signed quote is already stored on the device, this conversion also works offline. Review and change the invoice before sending or finalizing it; changes to the invoice do not alter the signed quote. ## Create an invoice 1. Under **Job Quotes & Invoices**, tap **Create** beside **Invoices**. This opens the **New Invoice** screen with the same **Generate draft** and **Create from scratch** tabs as a quote. The steps below use **Create from scratch**. * If this property has a signed quote that has not been invoiced, choose it to copy its description, items, groups, discounts, attachments, tax selections, and related jobs into the invoice. Choose **Start without a quote** when the invoice is for different work. 2. Add or edit the items and review their descriptions, quantities, unit prices, and tax selections. * If the draft contains item groups, review the headings and each item's group before continuing. * If your role has the Edit Sales Tax permission listed under Invoice, tap **Adjust** beside **Sales tax rate**, choose which items are taxable, and select each item's rates — the address-calculated automatic rate or one or more of your business's configured rates, as applicable (a single item never combines the two). Without that permission, the row isn't shown and tax applies automatically. 3. Choose the **Payment terms**. If Purchase Order is enabled for your business, review or enter the **Purchase order**. New invoices use the saved customer PO, or the property billing profile’s PO when the property has its own billing profile. When converting a quote, its PO takes priority; if the quote has none, the billing default fills in. You can change or clear the value before saving. If customer signatures are enabled, you can select **Add signature**, enter the customer’s full name, and capture their signature before saving or finalizing. A signature is optional; see [Add a customer signature](/revenue/invoices/create-an-invoice.md#add-a-customer-signature). 4. Tap **Save Draft** to keep your work without sending it. The draft appears under **Job Quotes & Invoices**. If you are offline, **Pending sync** means the completed save is queued and will sync after you reconnect. **Saved on device** means required information is still missing; complete those fields and save again. Reconnecting alone does not clear that label. 5. Under **Preview Invoice PDF**, tap the card whenever you want to review the customer-facing document. 6. Select recipients and tap **Send Invoice**, or tap **Finalize Without Sending** if the invoice should be made final without emailing it. These actions remain unavailable until the invoice has at least one item, payment terms, and a valid total. Sending also requires at least one recipient and an internet connection. If you finalize while offline, the invoice is locked on the device and marked **Pending sync** until it reaches Essential; reconnect before collecting payment or sending it. ![An invoice with a purchase order and optional customer signature](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-5de82ae50a97011cf7522bb109704ffc6659cd54%2Fmobile-invoice-po-signature.png?alt=media) ## Collect payment on an invoice Select **Collect Payment**. If the invoice is still a draft, finalize it from this section; the payment section stays open so you can continue directly to payment options. Payment options appear after the invoice is final. ![Collect Payment stays selected after finalizing an invoice](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-d195c48bc891e6d9ddb552ac7b6f104de26b267f%2Fmobile-invoice-collect-after-finalize.png?alt=media) * Under **Card payment**, tap **Scan or enter card · \[amount]** to use Stripe’s secure card form. On supported devices, Stripe can scan the card details with the camera; manual entry is always available. Essential does not receive or store a card photo or the raw card number. Card collection requires a verified Stripe connection, and the fee and total charge appear before collection. * Use **Record a payment received** for payments collected outside Essential. Choose one of your business's configured payment methods and fill in its reference field if shown, such as **Check #**. A required field must be filled before **Record Payment** becomes available. Admins manage these choices and fields in [Settings → Invoicing → Manual Payment Methods](/administration/settings/customize-manual-payment-methods.md). You can also add notes or photos of a check, receipt, or other proof of payment; the photos are saved with the invoice payment. The **Amount to record** is always the invoice's full remaining balance — this isn't a partial-payment entry. Tapping **Record Payment** marks the invoice paid and cannot be undone here (see [Can I reverse a payment I recorded?](/revenue/invoices/can-i-reverse-a-payment-i-recorded.md)). Do not record another payment while a card payment is still processing. Invoices managed directly by a payment provider show their finalization and payment actions on the back-office invoice page instead. Once the invoice is paid, the payment section shows **Payment complete**. To email the customer a receipt, choose recipients under **Send payment receipt** and tap **Send Receipt**. A card payment taken in the app emails a receipt, with the invoice attached, to the contact saved on the invoice as soon as the charge succeeds, so use **Send Receipt** to send it to someone else or again. A payment recorded by hand (cash, check, and so on) does not send a receipt by itself. ## Description formatting The **Description** field has the same formatting tools as the web app. To keep the screen compact they're hidden until you tap **Aa** next to **Suggest**; tap it again to hide them. The tools sit in one row above the text that you can swipe sideways: bold, italic, and underline; three heading sizes; bulleted and numbered lists; a horizontal line; and a table button that inserts a 3×3 table with a header row. While your cursor is in a table, **+ Row**, **− Row**, **+ Column**, **− Column**, and **Delete table** are added to the end of that row. The tools also work offline. Formatting added in the web app shows in the app, and opening and saving a quote or invoice without changing its description keeps the description exactly as it was. Once a quote or invoice is no longer a draft (sent, signed, or finalized, for example), its description shows formatted but can't be changed. **Suggest** shows your description and the suggestion formatted. Item descriptions are plain text. See [Format descriptions and terms with rich text](/revenue/quotes/format-descriptions-and-terms-with-rich-text.md#in-the-mobile-app). ## Add attachments While a quote or invoice is a draft, the **Attachments** section, below the **Items** list and above the totals, lets you add files that go with the document: **Take Photo**, **Record Video**, **Select Media** for photos or videos already on the phone, or **Select File** for a PDF. Files upload as you add them, which needs an internet connection. Tap the trash icon beside a file to remove it. ## Choose an invoice purchase order Under **Purchase Order**, choose a saved customer purchase order, **Custom** to enter a PO number, or **None** to clear it. Saved choices include open, unexpired orders for this property or the whole customer. A previously linked order remains visible when reopening an invoice. Selecting a saved order links the invoice for spend tracking, and its remaining budget appears below the selector. A saved default PO number starts as **Custom**. You can keep it, select a tracked order, or replace it. Saved drafts retain the selection offline; reconnect to load the customer's saved choices. Over-limit, expired, and closed order warnings do not block saving. ## Find the document later Return to the visit and open **Job Quotes & Invoices**. Quotes and invoices created for the job also appear in the mobile Job Summary and on the linked Job Task in the back-office web app. The document screen lists its **Related jobs**. If you started the quote or invoice during a visit but it covers unrelated work, tap **Disconnect** beside that job. Disconnecting removes the document from that job without deleting the document. After sending, the header shows the saved server status immediately: normally **Awaiting signature** for a quote or **Unpaid** for an invoice. A zero-dollar invoice becomes **Paid**, and an already-due backdated invoice can become **Overdue**. The three-dot menu in the header offers **Void Quote** for a draft, awaiting-signature, or signed quote, and **Void Invoice** for a draft, unpaid, or overdue invoice with nothing paid on it yet — this menu needs an internet connection. An unpaid or overdue invoice with nothing paid on it, and a voided document that has not been replaced or paid, also show **Revert to Draft** in the same menu; the draft must be sent again before a customer can view it. If the invoice has an automatic late fee, the confirmation says that reverting removes it. When your business charges late fees, the confirmation also asks what a late fee should count from after the invoice is sent again: **Count from the new send date** (selected by default) or **Count from the original invoice date**. If you leave a draft screen after making changes, the app asks you to confirm before discarding them. A document that has already been sent, signed, or finalized remains saved even after you leave the visit. If a save reports that the document's items changed since it was opened, the save was not applied. Review the current document with the office before retrying your edits. An invoice must have at least one saved item before it can be sent or finalized; an intentionally zero-dollar item is allowed. Mobile billing is scoped to this visit. Use the back-office web app when one quote or invoice needs to cover a whole multi-visit job. ## Related guides * [Create a quote](/revenue/quotes/create-a-quote.md) * [Turn a signed quote into an invoice](/revenue/quotes/turn-a-signed-quote-into-an-invoice.md) * [Record a payment on an invoice](/revenue/invoices/record-a-payment-on-an-invoice.md) * [Work offline and sync mobile changes](/field-operations/mobile/work-offline-and-sync.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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