How to Send an Invoice

RoundTrip lets you generate and send a professional invoice the moment a job is complete — right from the job site, before your technician starts the truck. Invoices are delivered to your client by email as a PDF.

Who can send invoices?

TenantAdmin, Dispatcher, and Billing Staff users can create and send invoices. Technicians can mark jobs complete but cannot send invoices directly.

Sending an invoice from a completed ticket

This is the fastest and most common way to invoice — directly from a completed service ticket.

1. Open the ticket from the Dispatch Board or Tickets list
2. Make sure the ticket status is Completed
3. Click Create Invoice — RoundTrip will pre-populate the invoice with:

• The client's name and contact details
• All parts used during the job
• Any labor line items

4. Review the line items and adjust if needed
5. Set a due date (optional)
6. Click Send Invoice

The client receives a professional branded PDF invoice by email immediately. You'll see the invoice status change to Sent in the Billing section.

Sending an invoice from the Billing section

You can also create invoices manually without starting from a ticket.

1. Click Billing in the left navigation
2. Click New Invoice in the top right
3. Select the client
4. Add line items manually — description, quantity, unit price
5. Set a due date if needed
6. Click Send Invoice

Tracking invoice status

Go to Billing to see all your invoices and their status:

Troubleshooting

The client says they didn't receive the invoice

• Check the email address on the client record — go to Clients → find the client → verify their email
• Ask them to check their spam or junk folder
• You can resend the invoice from Billing → find the invoice → Resend

I need to edit an invoice after sending

• Draft invoices can be edited freely
• Sent invoices: contact support at support@roundtrips.app — we can help you void and reissue

The invoice PDF didn't attach to the email

• Occasionally the PDF generates a few seconds after the email sends. The client can view their invoice via the link in the email even without the attachment.

Updated on: 05/07/2026