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Invoice, Get Paid, and Manage the Job

5 min read

Table of Contents

Who this is for: Managers

💼 Why this matters

The estimate was the promise. Stages 6 and 7 are where you deliver on it — and where the real financial record of your business gets built. Every payment you collect, every expense you log, every hour your crew works: all of it feeds your income records, your cost tracking, and your tax picture at year-end. These stages aren’t just operations. They’re documentation. And a contractor who documents well has a business that’s always ready for what comes next.

The client signed. The deposit is in. Now you have two things to manage simultaneously: getting paid for the work, and running the job itself. PriceRight Pro handles both — and keeps them connected so nothing falls through in the middle.

Stage 6 — Invoice and payments #

When a client approves an estimate — in person or remotely — PriceRight Pro generates the invoice automatically. The line items, add-ons, and total carry over from the signed estimate. You’re not re-entering anything. You’re sending.

Invoices go out with a Stripe payment link that clients can pay from any device. For in-person collection, you can take a card on the spot. For remote work, text or email the link and the money comes in. Either way, every payment is logged, timestamped, and added to your payment ledger automatically.

For phased or milestone-based work, you can send multiple invoices against the same job — one at project start, one at midpoint, one at completion. Each gets tracked independently in the payment ledger. Partial payments log against the running balance so you always know exactly what’s been collected and what’s still outstanding.

For clients on retainer or recurring contracts, PriceRight Pro generates invoices automatically on whatever cadence you set — weekly, monthly, quarterly — and sends them without any action required on your end.

Stage 7 — Running the job #

While the invoicing side handles the money, the job side tracks the work. Stage 7 is where you move the job through its lifecycle — from active to complete — and build the cost record that will matter at year-end.

Job Actuals — what the job actually cost #

Every estimate you built in Stage 4 was based on projected costs. The Job Actuals section is where you record what the job actually cost: materials purchased, labor hours worked, subcontractor invoices paid, equipment rented, permits pulled, and change orders approved. Tracking actuals against the estimate shows you your real margin on every job — which is the only way to know if your pricing is working.

Crew Portal — your team, without the friction #

Your crew doesn’t need to download an app. The Crew Portal is browser-based — you share a link, they open it on any phone, and they clock in and out with GPS verification. Hours log to the job automatically. You see who’s on site, how long they’ve been there, and what the labor cost is running in real time.

At the end of the pay period, you review and approve timesheets from the app. If a crew member needs to correct a clock entry, they submit an edit request and you approve or decline it — no phone calls, no manual adjustments, no time sheet disputes that live in a text thread.

Expenses and mileage in the field #

Every purchase you make for a job belongs in the job record. Scan the receipt on the spot with the AI Receipt Scanner — it reads the vendor, amount, date, and category automatically and links the expense to the job. Log mileage as you drive between job sites at the current IRS rate. All of it feeds your expense record, your job actuals, and your year-end tax deductions simultaneously.

Field Mode — if you have a sales team #

If you have field estimators or sales reps working separately from you, they work in Field Mode — a separate workspace within the app provisioned with your pricing, your catalog, and your branding. They build estimates in the field, add site photos, log expenses and mileage, and export everything to you in a single file. You import it, review it, and promote it to a job with one tap. Your data stays isolated. Their data syncs in when you decide it should.

📱 In Your Day: You approve the morning’s timesheets over coffee, scan a supply receipt in the parking lot, and check the job’s running labor cost on the drive home — all without touching a spreadsheet. Full scenario →

🚀 Smart Business Tip

Every expense logged in Stage 7 is a tax deduction waiting at Stage 9. Every mile tracked is money back at year-end. The contractors who come out of tax season ahead aren’t the ones who scramble to reconstruct their records in March — they’re the ones who logged everything in real time across Stages 6 and 7. The documentation happens automatically when the habits are in place.

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