Officer invoicing on the modern platform is now faster, clearer, and safer. Officer invoices are automatically created shortly after officers clock out, follow a single consistent status flow, can be routed for optional coordinator review, and appear in a redesigned Payments area and detailed invoice page that let you edit timecards inline, validate at send time, and manage disputes. If you also create schedule-only jobs, the job form and a dedicated Jobs Pending Invoice Creation tab keep scheduling simple while making it easy to adopt officer invoicing for selected work.
What’s new
- Automatic officer invoice creation — officer invoices are generated automatically shortly after an officer actually clocks out; a background process handles creation so coordinators don’t need to manually create officer invoices. (If the officer never clocks out, an invoice is not created.) This speeds officer payment and reduces manual work.
- Unified invoice status flow — officer invoices follow the same status progression used across the platform (Created → Pending Review → Pending Client Payment → Paid), making statuses easier to understand and report on.
- Optional agency review — organizations can enable a review step so coordinators can inspect and edit officer invoices before they’re submitted to clients. This provides a safe checkpoint and is especially useful when your team is adopting officer invoicing.
- Payments area redesign — improved tabs, list rows, and filters; counts and balances per status group; an enhanced search bar and date selector; and a Jobs Pending Invoice Creation tab that isolates jobs that need agency invoicing. These changes make it faster to find invoices and to keep schedule-only work separate from invoicing tasks.
- Detailed invoice view improvements — client-visible “Notes to client,” internal notes moved to actions, hover popups with scheduled/actual/timecard data, a job activity modal, inline timecard edits, and a single Send action (which finalizes on the backend) — all designed to reduce clicks and errors.
- Send Summary & recipient management — when you send an invoice, you get a Send Summary and an Edit Recipients modal that auto-populates the billing contact and allows adding CC/BCC or a new contact inline. Send now validates required fields and finalizes the invoice as part of sending.
- Remind and overpaid detection — a Remind button lets you nudge clients without overwriting the original sent date; a toggle surfaces overpaid invoices for refund handling (refund workflows are moving to estimates/refund objects over time).
- Structured disputes — clients can dispute invoices with specific reasons; officers can respond in the mobile app; coordinators see visual indicators and dispute history for each invoice. Agencies can control whether disputes are enabled for particular clients. This creates an auditable, actionable dispute flow.
How the new officer invoicing flow works — step-by-step
For Officers
- Work the job and clock out. Once you actually clock out, the system will automatically create an officer invoice shortly afterward. If the officer never clocks out, an invoice will not be created.
- Review invoice in-app. Officers can review and — where allowed — edit their timecards and add misc fees, and they’ll receive consolidated deposit notifications (one deposit email per day rather than one per job).
- Submission and status flow. The invoice moves through the unified status progression: Created → Pending Review (if your organization enabled review) → Pending Client Payment → Paid. Officers get clear status and payment timelines.
For Coordinators / Admins
- View invoices in the Payments area. Use the modernized Payments tabs and filters to find officer invoices; a Legacy subtab preserves historical invoices while the main Invoicing tab shows modern invoices.
- Enable agency review (optional). If turned on, officer-submitted invoices land in Pending Submission (or Pending Review) so coordinators can inspect and edit before client submission. This is a recommended safety step during adoption.
- Resolve timecards inline. Use the detailed invoice view to edit timecards directly — you don’t have to go back to the job page to correct times. These edits update the invoice without changing the scheduled job time.
Walkthrough of every Payments tab & how it’s better for officer invoicing
Payments (main) / List views
What changed: Redesigned lists with counts/balances for status groups, richer row data (officer details or modal), expanded filters (up to 8), improved search, and a new date selector modal. The Create Invoice button is present across tabs (except Estimates).
Why it’s better: Faster discovery and prioritization; clearer navigation across invoice states.
How your experience improves: You can quickly find officer invoices by officer, date range, or other filters and act without jumping across pages.
Jobs Pending Invoice Creation
What changed: A new tab that shows jobs marked for agency invoicing that haven’t been invoiced yet, with a modal to add selected jobs to new/existing invoices and filters for job number, client, date, and vehicle invoicing stickers.
Why it’s better: Keeps agency-driven invoicing separate from officer invoicing and schedule-only work.
How your experience improves: If you do any agency invoice work, this tab makes bulk creation and tracking straightforward while leaving officer flows untouched.
Pending Submission to Client (Pending Review)
What changed: A dedicated Send button in the list, plus a Send Summary Page that previews invoice recipients and content. Send validates required fields, finalizes on the backend, and triggers notifications. Disputed invoices and agency-review flows surface here.
Why it’s better: Removes the separate “finalize” step, prevents incomplete sends, and centralizes review tasks.
How your experience improves: Faster, safer sends and a clean place to manage invoices that need coordinator attention or dispute handling.
Pending Client Payment & Paid
What changed: Invoices with positive balances move to Pending Client Payment. A Remind button sends reminders without changing the original sent date; Paid has a toggle to show overpaid invoices for refunding workflows (refunds are being consolidated into Estimates/refund workflows).
Why it’s better: Keeps invoice aging accurate and surfaces refund candidates.
How your experience improves: Easier collections and clearer refund identification.
Disputes
What changed: A structured disputes workflow: clients can file disputes with specific reasons directly from invoice view; officers see disputes and can respond in the mobile app; agencies have centralized dispute management with visual indicators and history; agencies can opt in/out per client.
Why it’s better: Clear, auditable dispute handling reduces back-and-forth and speeds resolutions.
How your experience improves: Coordinators get a single place to track and resolve disputes; officers and clients get clear workflows for objections.
Detailed Invoice View
Key improvements
- Notes to Client — client-facing note field on the invoice for PO numbers or special instructions (separate from internal notes).
- Internal Notes in Actions — internal commentary moved off the invoice face and into actions (not visible to clients).
- Time & Timecard popups — hover the blue time to see scheduled vs. actual and timecard records per line.
- Job Activity modal — view job activity directly from the officer row.
- Inline timecard edits — edit an officer’s timecard within the invoice; these edits do not change the job’s scheduled time.
- Send as primary action — Send opens an Edit Recipients modal, validates the invoice, finalizes it on the backend, and sends notifications; the UI prompts to save any unsaved edits.
- Add Jobs modal — improved date range selector to pull jobs across a custom range (not just 30/60/90).
Why it’s better: Everything you need to validate and finalize an invoice is available in one place, reducing errors and speeding workflows.
Officer-specific changes & benefits
- Auto-creation after clock-out — invoices are created automatically after real clock-out, reducing coordinator effort and helping officers get paid faster. If no invoice appears after a short wait, verify the officer clocked out.
- Consolidated deposit notification — officers receive one deposit email per day rather than one per job, reducing inbox noise.
- Edit after submission (where allowed) — officers and coordinators have clearer edit/response flows for invoices and disputes, with officer mobile support for disputed items.
