How to Customize Invoice Groups
Invoice Groups
Invoice Groups control how invoices are generated, formatted, and delivered for a client. Each group acts as a billing template that applies the same rules (frequency, layout, recipients, etc.) to a set of contractor jobs.
– Every client has one default Invoice Group
– Create additional groups when jobs require different billing rules (e.g., weekly vs. monthly, different recipients, different layouts)
1. Access Invoice Groups
Navigate to:
People → Clients → [Client Name] → Contract → Invoice Groups
OR > Invoices > Create > Select Amount > View Invoice Group
- Each group appears as a card
- The default group is marked with a green banner
- Use search to find groups quickly
- Toggle to show inactive groups
2. Create a New Invoice Group
- Click Add Invoice Group or Assign to an Existing Group.
- Enter a clear Name (e.g., Weekly — East Region)
- Click Save to open the configuration page
* The name is internal—use something your team will easily recognize.
3. Configure Basic Settings
Complete the Basic Settings section:
| Field | Description |
|---|---|
| Name | Internal label for the group |
| Payment Terms | When payment is due (required) |
| Template Layout | Invoice format and columns (required) |
| Invoice By | How invoices are split (see below) |
| Remittance Address | Where the client sends payment (optional) |
Invoice By (Important)
This setting determines how invoices are grouped:
- Contract Job → One invoice per job
- Project → One invoice per project
- PO → One invoice per purchase order
- Custom Field → Group based on a custom attribute
* This controls whether jobs are combined into one invoice or separated into multiple invoices.
4. Set Invoice Frequency
Define how often invoices are generated:
- Weekly / Bi-weekly → Select a week-ending day
- Monthly → Select a billing cutoff day
- Semi-monthly → Select two cutoff dates
* The frequency determines the billing cycle—not the send date.
5. Assign Jobs to the Group
In the Contractors section:
- Click Add Contractors
- Select the jobs to include
- Only assigned jobs will appear on invoices
- Jobs can belong to one group at a time
Unassigned Jobs
On the main page, check the Unassigned Jobs panel
* Jobs must be assigned to a group before they can be invoiced
6. Configure Delivery
Email Delivery
- Add recipients under Email Recipients
- Add optional contacts under CC Recipients
At least one email recipient is required for sending invoices
Mail Delivery (Physical)
Enable Mail Delivery if invoices should be mailed.
* Important: Mailing is not automated
This setting only flags invoices for manual mailing outside the system.
Attachments
Optional settings:
- Attach Timecards → Includes timecard PDFs
- Attach File Uploads → Includes job-related documents
7. Customize Invoice Layout (Optional)
Row Grouping
Controls how line items are grouped inside a single invoice
(e.g., by contractor, job title, or date)
Columns
Defines what fields appear on the invoice (e.g., Contractor, Rate, Quantity)
Sort Order
Controls how rows are sorted (e.g., by date, then by contractor name)
* Use grouping + sorting together for clean, easy-to-read invoices.
8. Add a Footer Message (Optional)
Enter custom text in Footer Message, such as:
- Payment instructions
- Notes to the client
- Thank-you messages
Optional:
- Include Address in Footer
9. Preview the Invoice
Click Preview to generate a sample invoice.
Use this to verify:
- Layout and columns
- Grouping and totals
- Footer message
* Always preview before activating a new group
10. Save and Manage Status
- Click Save to apply changes
- Groups are Active by default
To stop using a group:
- Toggle it Inactive
Inactive groups keep historical invoices but won’t generate new ones.
Common Tasks
Set a Default Group
- Open a group
- Toggle Set as Default
- Only one default per client
Delete a Group
- Open the group
- Click Delete
- Confirm
!!! Jobs will return to Unassigned
Move a Job Between Groups
- Remove it from the current group
- Add it to the new group
Troubleshooting
| Issue | Check |
|---|---|
| Job not appearing on invoice | Ensure it is assigned to a group |
| Invoice not sent | Confirm Email Recipients are set |
| Wrong layout or columns | Check Template Layout |
| Too many / too few invoices | Adjust Invoice By |
| Incorrect billing cycle | Verify Invoice Frequency settings |