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. 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
Under Job Quotes & Invoices, tap Create beside Quotes. This opens the New Quote screen.
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.
Choose the applicable Terms & Conditions.
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.
Tap Preview Quote whenever you want to review the customer-facing document.
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
Under Job Quotes & Invoices, tap Create beside Invoices. This opens the New Invoice screen.
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.
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.
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.
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.
Tap Preview Invoice whenever you want to review the customer-facing document.
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.
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.
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. 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?).
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.
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. A voided document shows Revert to Draft in the same menu when it has not been replaced or paid; the draft must be sent again before a customer can view it.
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.
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