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The moment a job is marked complete, the engine builds the invoice from the lines billed to the customer, sends it to QuickBooks, files the PDF, makes the Zoho copy, and emails the customer. Nobody builds an invoice by hand.

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What is billed, and to whom

Every line on a work order is billed to the customer, to warranty, or to the customer’s plan. A line is warranty when its Charge To says warranty. A line is on the plan when its product is one of the plan’s covered items and the plan’s status covers visits; see Statuses. Everything else is billed to the customer at its catalog price. What the engine does with that: A discount that would take the invoice to zero or below stops it too, and leaves a human-review flag.

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What happens, in order

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Three fields and who sets them

The amount itself is never typed. Zoho computes it from the lines, and the engine reads it. See Fix an invoice.

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Statuses

An invoice has two statuses, each with one home.
  • Status is Zoho’s and describes the document: Created, Delivered or Void in Zoho read as Draft, Sent or Void here. Setting it in Zoho sticks.
  • Payment Status is the engine’s and describes the money. Zoho shows it; nothing typed there changes it.
Both lists are on Statuses.

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Reminders

A sent invoice that is still unpaid gets a reminder email seven days after its due date, and an overdue notice from twenty-one days. A void, paid or never-sent invoice gets neither. The wording is on Emails we send.

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Delete and void

Deleting an invoice in Zoho changes nothing here or in QuickBooks. The engine writes nothing and raises a human-review flag, because the invoice records money. See Resolve a human-review flag. Setting the Zoho invoice to Void voids it in QuickBooks and files a VOID copy of the PDF. See Void an invoice.

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Certificates

A completed visit with a finished maintenance or commissioning checklist also produces a certificate, and the invoice email carries it. See Certificates.