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Invoices are how you get paid. Unlike most of ShineCRM, the invoices area is open to every team member, including technicians, so a crew can invoice a job on site. (Processing a refund is still owner/admin only.)

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The invoices list

Open Invoices in the sidebar. Cards across the top show total invoices, outstanding balance, collected, and overdue count. Search by number, contact, or company, and filter by status. Each row shows the total, the remaining balance, and the due date. Invoice statuses: Draft → Sent → Viewed → Paid, with Overdue and Cancelled as the other states.

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Create an invoice

There are four ways an invoice gets created:
  • New invoice from scratch
  • From a contact, pre-filled with that customer (the contact’s New menu)
  • From a job, which carries the work across (one invoice per job)
  • By converting an accepted estimate
The builder uses the same line-item editor as estimates: services, quantities, prices, per-line taxes, a discounts section, the customer and address, notes, and a due date seeded from your default due window. You can edit an invoice while it’s a draft, sent, viewed, or overdue.

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Send it

Send or resend an invoice by email or text. Text sends can go now or on a schedule. Your customer gets a link to pay online (through Stripe). Once the invoice is paid, the send button becomes Send receipt.

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Collect payment

From the invoice, you have several ways to get paid:
  • Record payment for any partial amount against the balance (useful for cash or a deposit).
  • Charge card on file if the customer has saved a card (through Stripe).
  • Request card on file to text or email the customer a secure link to add one.
  • Mark as paid with a method (cash, check, or other), which automatically sends a receipt.
On eligible accounts, including the current Starter trial, take an in-person card payment with Square Tap to Pay in the mobile app. See Payments setup. Receipts send automatically on payment, and you can resend one any time.

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Refunds

You can refund an eligible Stripe or Square card payment back to the original card, either in full or in part. You can issue more than one refund until the captured total is returned. ShineCRM sends the refund to the processor that settled the payment.
For payments taken through Square Point of Sale, issue the refund in the Square app. Refund actions in ShineCRM are owner/admin only and are available only while the invoice is paid and money remains to refund.
A refunded invoice shows a Refunded or Partially refunded badge.

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Other actions

The status menu also lets you mark as sent, mark as cancelled, revert to draft, and change the customer on an invoice.

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Frequently asked

Can a technician send an invoice? Yes. The invoices area is open to all members so crews can bill on site. Only processing a refund requires owner or admin. Why can’t I edit this invoice? Invoices are editable while in draft, sent, viewed, or overdue. A paid or cancelled invoice is locked. Can I invoice the same job twice? No. ShineCRM creates one active invoice per job to keep your records straight.