Invoices End-to-End

Written By Noah Sanches

Last updated About 2 hours ago

An invoice is Rotor’s record of what a customer owes for a job, a billing cycle charge, or a deposit you are collecting now. This article walks the life of an invoice — from creation through send, pay, and follow-up — and points to deeper billing-cycle and deposit docs where those paths diverge.

For monitoring the Financials tab (exports, tax report, payouts, refunds), see Financials: Invoices, Payments, and Payouts.

Where invoices come from

Most invoices are created by work and billing rules, not by typing one from scratch every time:

Source	What happens
After job completion	When a plan or job uses After Job Completion billing, finishing the job raises (or prompts) the invoice for that work.
Start of Month	Prepaid month billing on plans with a card on file and auto-pay (first job still after completion).
Billing cycle (Fixed or Rollup)	The cycle raises invoices on its schedule. Rollup gathers outstanding items into one invoice and voids the individual ones. See Billing Cycles.
Quote deposit (pay-to-accept)	When a customer accepts a quote option that asks for a deposit (new quote builder, Beta; Stripe required), Rotor creates a deposit invoice numbered D-0001, D-0002, … and credits the paid deposit to job 1 when the quote converts. See Collect a Deposit on a Quote.
Invoice deposit	You edit an invoice amount down to the deposit you want to collect now. See Deposits on Invoices.

Reviewing invoices

Open Financials → Invoices.
Check status regularly so outstanding balances do not pile up.
Use filters such as Overdue, Partially paid, Sent, and Paid.
Use the On a Cycle filter (and the Cycle column) to see invoices a billing cycle raised.

The CYCLE column

On the invoices list, the Cycle column marks charges that came from a billing cycle rather than a one-off job invoice. Filter to On a Cycle when reconciling recurring revenue or past-due cycle recovery.

Editing an invoice

Common edits:

Amount — including setting an invoice deposit amount (dollar value you calculate yourself; percentages are not automatic on invoices)
Line items / tax as allowed by your billing setup
Saving before you collect or re-send

For invoice deposits specifically: changing the invoice to the deposit amount, then collecting, marks that invoice paid while the job stays partially paid. Details: Deposits on Invoices.

Sending and collecting

Collect in Rotor

Open the invoice
Click Collect payment
Choose Charge (or the payment method the customer is using)
Confirm the amount — tax is added on top when applicable
Charge the card on file, or take payment how the customer is paying

You’ll see confirmation (for example Card charged successfully) when it goes through.

Auto-pay

When a customer has a valid payment method and auto-pay enabled, Rotor can charge on job completion or on the billing cycle without you clicking Collect every time.

After Job Completion with auto-pay: card charged when the job is marked complete; without auto-pay you are prompted to mark payment received.
Cycle / Monthly without auto-pay or without a valid card: Rotor still raises and sends the invoice — it does not collect for you.
Service Plans tiles Auto-pay off and PM Needed flag plans that will fail the next automatic charge.

Customer pays in the Client Portal

Customers can pay outstanding invoices through the Client Portal when portal payments are enabled (cards, and other methods your account supports such as ACH / Klarna where configured).

Statuses you will see

Status / filter	Meaning (practical)
Sent	Invoice is out; waiting on payment
Partially paid	Some amount collected; balance remains (also see job partial pay after deposits)
Paid	Invoice total collected
Overdue	Past due date / still outstanding — prioritize follow-up
On a Cycle	Raised by a billing cycle
Cycle Past due (on the cycle / job)	Automatic cycle charge failed; recovery sequence running

Refunds from the Payments tab mark the payment refunded and can return the invoice to unpaid or partially paid. See Financials article section on refunds.

Outstanding and overdue follow-up

Daily / weekly habits that keep cash healthy:

Filter Overdue, Partially paid, and Sent on Financials → Invoices
Check Financials → Payments → Failed and resolve declines (new card, retry, mark reviewed)
On Service → Service Plans, clear Failed Cycle Payments, PM Needed, and Auto-pay off
Export paid or filtered invoices monthly for bookkeeping (Select All → Export when you need the full field set)

Tips

Review overdue and failed payments before you look at payout timing — collection problems show up before bank deposits look “short”
After an invoice deposit, the job holds the remaining balance even if the edited invoice shows paid
Tips and taxes are never counted as payment toward a job’s own balance (Billing Cycles)
Tax Report in Financials is for visibility, not your final government liability

Congratulations! You can now follow an invoice from creation through send, collection, and follow-up in Rotor.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.

Set up Stripe Connect — connect payments first
Billing Cycles — invoices raised by billing cycles
Deposits on Invoices — edit an invoice down to a deposit amount
Financials: Invoices, Payments, and Payouts — failed payments, refunds, exports

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