Step by Step: Create Invoice

Step by Step: Create Invoice

Generate and send an invoice directly from a work order in Lessen Pro.

Before Creating the Invoice

Review the work order and confirm the following before proceeding:

  • Job status is marked as Completed (recommended)
  • Line items and pricing are correct
  • Service location and customer details are accurate

Create the Invoice

1

Navigate to the Work Order

Open the work order you want to invoice.
2

Click "Review & Submit Invoice"

Click the Review & Submit Invoice button from the work order header.
3

Click "New Invoice"

On the Invoices tab, click New Invoice to open the invoice creation page.
4

Enter Invoice Name

Click the Invoice name field and type a title for this invoice.
5

Select an Invoice Date

Click Select date to choose an invoice date, or use a preset time period.
6

Add an Invoice Description (Optional)

Click the Invoice description field and enter any relevant details about the work performed.

Add Services

Click Services to add line items.

You can add from your Pricebook or create a new service on the spot.

7

Open the Services Menu

Click the Services button. You will see two options:

  • Add from Pricebook — select an existing service
  • Create new — build a new service on the fly

Option A: Add from Pricebook

A

Click "Add from Pricebook"

Browse or search your Pricebook, check the item(s) you want to add, then click Add line items to apply them to the invoice.

Option B: Create New from Scratch

B1

Click "Create New"

Select Create new to open the new service form.
B2

Type a Service Name

Enter a name for the new service.
B3

Choose a Pricing Type

Select how this service will be priced:

  • Lump Sum — one flat cost for the entire service
  • Itemized — break the service into individual line items
8

Click "Create Service"

Click Create service to save the service.

If Itemized:

9

Click "Add Line Item"

Click Add line item to browse and select items from your Pricebook.
10

Check Items and Add from Pricebook

Check the item(s) you want to include, then click Add line items to apply them.
11

Confirm Pricing Change if Prompted

If adding a line item changes the work order total, a confirmation prompt will appear. Click Continue with change to proceed.
12

Repeat Until All Items Are Added

Continue adding line items until all services and charges are included on the invoice.

Finalize and Send

13

Add Internal Notes (Optional)

Use the Internal notes field for any internal-only context. These notes are not visible to the customer.
14

Select a Due Date for the Invoice

Review that the Total Due is accurate, to enter a due date for the invoice click Select date. You can select a custom date or choose from a preset time period.
14

Click "Save and Send Invoice"

When everything looks correct, click Save and send invoice.
15

Send via Text Message or Email

Choose how to deliver the invoice to the customer — by Text message or Email. The customer will receive a secure link to view and pay online.

What the Customer Sees

When the customer opens their invoice link, they can view:

  • Your business name and branding
  • Invoice number, date, and service location
  • Line items, subtotal, tax, and total due
  • Any notes, terms, or disclaimers

If Stripe is connected and online payments are enabled, customers can pay by credit/debit card or ACH bank transfer directly from the invoice.

Collect or Record Payment

If payment was collected outside of Lessen Pro (cash, check, or external processing), follow these steps to record it manually.

1

Open the Invoice

Navigate to the invoice and click Collect payment.
2

Enter Payment Details

Fill in the following fields:

  • Payment method (cash, check, ACH, etc.)
  • Amount
  • Date
  • Reference # (Optional)
  • Internal note (Optional)
3

Click "Save"

Click Save to record the payment. The invoice status will automatically update to Paid once the full amount is recorded.

What Happens Next

  • The invoice status updates to Paid
  • You receive payment confirmation
  • The transaction is recorded in Lessen Pro

Quotes vs. Invoices

While Quotes and Invoices share a similar creation process, there are a few key differences.

📋 Quotes

  • Propose work before approval
  • Sent for customer approval
  • Can be accepted or rejected by the customer
  • Focuses on proposed services and pricing
  • No payment progress tracking

🧾 Invoices

  • Bill for completed or approved work
  • Creates a payment request
  • Includes payment terms, due dates, and taxes
  • Tracks paid and remaining balances
  • Includes payment status and invoice history

    • Related Articles

    • Step by Step: Create Lead

      Learn how to create, manage, and convert leads in Lessen Pro from start to finish. Overview Leads are your starting point for all work opportunities in Lessen Pro — every opportunity for work that comes in, whether from Lessen, a phone inquiry, or ...

    • Step by Step: Create Work Order

      Create a work order to track, schedule, and complete a job for a customer. Create a New Work Order 1 Click Work Orders Go to the left navigation bar and click Work Orders. 2 Click "+ New work order" Click the + New work order button in the top right ...

    • How to Create a New Stripe Account

      Follow these steps to create and activate your Stripe account so you can accept credit card and ACH payments through Lessen Pro. 1 Go to Stripe's signup page Visit: https://dashboard.stripe.com/register 2 Enter Your Email + Create A Password Use an ...

    • Mobile App: How to Create Invoices

      Create and send invoices directly from the Lessen Pro mobile app to bill customers for completed work. Overview Invoices can be created from a work order and customized before being shared with the customer. They are accessible from the work order's ...

    • How to Submit an Invoice for a Lessen Work Order

      Learn how to create and submit an invoice for a Lessen Work Order through the Lessen Pro platform. Overview Once a Lessen Work Order has been completed, you can create and submit an invoice directly through Lessen Pro for review and payment ...