Open any job (from the Jobs tab or a visit on your calendar) and you’ll find the Quote & invoice section (in Jobs & Field Service mode). Build the total from real line items — labor, parts, fees — and Scheduley handles the sending, approving, and tracking.
Name, quantity, price — the total updates live. “Water heater repair $189, expansion tank $45, disposal fee $20.”
The service on the job comes in automatically as a priced line (from your service catalog), so the total already reflects the work before you add anything — tap + Add service to pull in another catalog service, or + Add item for parts, labor, and fees. Each manual line has a type: Labor and Fee are free text, Part gives you a dropdown of your saved parts (price fills in automatically), and Custom part is a free-text part for a one-off. Every line, service or manual, adds into one running total. A follow-up visit can add its own priced line (e.g. “Follow-up — Trim”) so the return trip shows up on the same invoice without overwriting the original service.
Keep your parts list under Business → Services → Parts — a simple name-and-price list you can add to any time; it scrolls in place, so a long catalog never crowds the page.
Set your sales tax rate once under Settings (income section) and every quote and invoice applies it after any discount — adjustable per job right under the line items. Price tax-in? Leave the rate at 0. The math is locked into each document when it’s sent, so an old invoice never changes if your rate does.
Line items on their own aren’t a document yet. Tap Generate quote (for approval before the work) or Generate invoice (to bill for it). That’s when the date field appears (good-until for a quote, due date for an invoice) and the Preview, Text, Email, and PDF actions unlock. A generated document you haven’t sent yet is a Draft — it already shows on the Reports → Invoices & Quotes tab so nothing appears out of nowhere.
One tap sends an itemized text with the total and a link to their manage page, where they see the breakdown and tap Approve. You get a notification the moment they do, and the job shows an Approved ✓ badge. If they go quiet, Scheduley sends one friendly follow-up text about two days later with the approval link — never more than one per quote, with its own switch in Settings. If they call to ask about it instead, your AI agent reads the quote state right off the job — sent, approved, or paid — and can re-text the link on the spot.
Want the quote to stand for a set time? Set a Quote good until date on the job and the text includes “Good until” that date. After it passes, the online Approve button politely asks the client to call for a fresh quote — so a price from last spring never gets locked in this fall.
Once the client approves (or the work’s done), tap Convert to invoice on the quote — it turns straight into a draft invoice with the same line items, and the button lights up on its own the moment a quote is approved. From there, Text invoice sends the itemized total with a note that payment is settled in person — cash, check, or card at the visit. Add a part or adjust a line afterward and the invoice updates automatically; no need to regenerate it. Converted too early? Back to quote returns it.
Every invoice gets a due date when you send it — 14 days out by default, or pick your own on the job. The text says “Due” right in it, and the job keeps score for you: past the date with a balance open, the job shows a red Overdue chip, the document stamps OVERDUE, and your Home screen lists it under Needs your attention. Scheduley also sends one friendly reminder text the day after the due date passes — just one, ever, and you can switch it off in Settings.
The link in every quote and invoice text opens a clean, letterhead-style document — your business name and contact, the client, the job name and number, the line items (each dated to the visit it covers, so a diagnostic trip and the follow-up read clearly on one invoice), subtotal, discount, tax, and total, the due or good-until date, stamped AWAITING APPROVAL, APPROVED, PAID, BALANCE DUE, or OVERDUE. One tap on Print / Save as PDF and your client has a proper record for their files (or their landlord, or their insurance).
Payment lives on the job, not on each visit. Under the invoice total you’ll see Amount collected and a one-tap Mark paid — $X (or Mark paid in full if they already paid part). Collect cash, check, or card however you like, then mark it — the document stamps PAID, Home and Reports count it under Collected, and Undo clears it if you need to. Add more line items after a settlement? The job shows a balance due instead of staying stuck on PAID. (Auto-mark paid in Settings can still settle completed visits for you when that fits your shop.)
There’s no card processing in the middle — and no processing fees. You keep collecting the way you already do; Scheduley makes the numbers clear and the approval effortless.
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