Accounting — Invoices & Bills

Turning approved services into client invoices and contractor bills

Last Updated: June 2026

Overview

The Accounting module is where the work recorded in the field becomes money owed and money paid. It has two subsections, both reached from the left sidebar under Accounting.

Invoices and Bills are two sides of the same job. When a site is sub-contracted, the same service event can generate both an invoice to the client (revenue) and a bill from the contractor (cost) — the difference is your margin. Line items on both are drawn from services reported in the field (each carries its own check-in / check-out time and, for snow work, the recorded snow depth), and priced from the site's Pricing Contracts (Client contract prices invoices; Contractor contract prices bills).

Accessing Accounting

In the left navigation sidebar, click Accounting to expand it. Two links appear beneath it:

• Invoices — opens the Invoices list (#/invoices).

• Bills — opens the Bills list (#/bills).

Invoices

The Invoices List

The Invoices list is your home base for everything you bill to clients. Each row is one invoice.

Columns

List Controls and Toolbar

Above and around the table:

• New Invoice — button (top left) to create an invoice from scratch.

• All / View 1 / + View tabs — saved views. All shows every invoice; the + View button saves a custom combination of filters and columns to recall later.

• Per-column filter boxes — type under any header to filter; click a header to sort.

• Rows per page — 100 / 250 / 500 / 1000, with first / prev / next / last paging.

The icon toolbar in the upper-right corner holds bulk and table actions:

Creating and Editing an Invoice

Click New Invoice (or an existing Invoice Number) to open the invoice editor, which slides up from the bottom of the screen. A new invoice is assigned the next number automatically and opens with the status badges open, Due Today, Not Sent, and Not Exported.

Top Bar

Across the top of the editor, alongside the invoice number and status badges, are four action buttons:

Client Information

Invoice Details

Line Items

Below the header sections is the line-item table. Click + New Line Item to add a blank row (default quantity 1, unit price $1.00), or — more commonly — line items are pulled from services already reported at the selected site, each carrying its service timestamps and snow depth. Each row has its own duplicate and delete actions.

Beneath the table, running totals show the Subtotal, an editable Discount %, and the Grand Total.

Financial Status

Every invoice carries a Financial Status you can set from the list (via the status dropdown) or that updates automatically as payments are recorded:

Recording a Payment (Payment Settlement)

Click the Payment Settlement (cash-register) icon in a row's Actions column to open the payment drawer on the right. It shows the invoice header (number, dates, amount, status), a collapsible client panel, and three sections:

• Status History — a timeline of every status change (e.g. unbilled → paid) with timestamps.

• Items — the invoice's line items, with a count.

• Payments — every payment recorded against the invoice, with an + Add button.

Recorded payments appear in the Payments table with columns Date, Amount, Method, Reference, Balance, and Actions. When the balance reaches zero the invoice becomes Paid.

Bills

Bills work almost exactly like Invoices, but they represent money you owe a contractor (vendor) rather than money a client owes you. The editor uses a green accent to distinguish it from the blue invoice editor.

Invoices VS Bills at a Glance

Workflow Summary

There are two ways to turn field work into an invoice or a bill. Workflow 1 builds the record from scratch in Accounting. Workflow 2 starts from the services already logged in Service History and pushes them into Accounting — the route most snow companies use, because it lets them review the actual service record before anything is billed.

Creating from Scratch (in Accounting)

Billing a Client (Invoice)

1. Go to Accounting → Invoices and click New Invoice.

2. Select the Site (this links the client) and confirm the client details.

3. Set Invoice Date and Payment Terms.

4. Add line items — pull reported services or add them manually — and confirm prices.

5. Click Save.

6. Export To PDF and/or Send Email to deliver it; Export To QB to sync to QuickBooks.

7. As payment arrives, open Payment Settlement → + Add and record it until the invoice is Paid.

Paying a Contractor (Bill)

1. Go to Accounting → Bills and click New Bill.

2. Select the Site and the Vendor (contractor).

3. Set Bill Date and Payment Terms.

4. Add line items and confirm the contractor prices.

5. Click Save.

6. When you pay the contractor, open Payment Settlement → + Add and record the payment until the bill is Paid.

Creating from Service History (Review, Push to Accounting)

Most snow companies bill from Service History rather than from a blank invoice or bill. Because every plow, salt, and shovel service is logged there as it happens, the office can confirm what actually occurred on each site — check-in / check-out times and recorded snow depth — and approve it before it becomes money owed.

1. Open Service History (under Snow / Operations). The log opens scoped to today, so widen the date range to cover the period you’re billing.

2. Review the service lines for the sites you’re billing and approve the ones that are correct. A service line can’t be deleted — if one is wrong, reject it and recreate it.

3. Check the rows for the approved services you want to bill, then choose to add them to an invoice (to charge the client) or a bill (to pay the contractor).

4. When the site’s Pricing Contract is in place, a quick preview opens: it prices the selected services automatically, lets you choose the invoice / bill method, and set the Payment Terms.

5. Confirm to push the services to Accounting. SiteFotos creates the invoice or bill with the line items already priced and dated — ready to Save, Export To PDF, Send Email, or Export To QB, exactly as in Workflow 1.

Field Reference