Getting Started with BuildSuite Invoicing: Your First Estimate, Change Order and Invoice

This takes about 20 minutes, most of it on your first estimate. Everything works in the BuildSuite HQ app (App Store · Google Play) and on the website (buildsuitehq.com). Settings are on the website; estimates, change orders and invoices work in both, and anything you do in one shows up in the other.

New to BuildSuite Invoicing? In the app, open the Invoicing tab and start your 14-day free trial.

1. Set up your defaults (website, once)

Go to Invoicing → Settings. These apply to every new estimate and invoice; you can still change any of them on a single document.

1. Numbering. Moving from Joist or QuickBooks? Set the next estimate, invoice and change order numbers to continue where you left off, so your records stay in order.
2. Tax rate, payment terms and how long estimates are valid. For example 0% tax, invoices due in 15 days, estimates valid for 30 days.
3. Payment schedule. Choose Deposit + final (30% / 70% to start), Three payments, or Paid in full, or set your own. It has to add up to 100%. Your client sees it on every estimate and agrees to it when they sign.
4. Default notes and terms. Your thank-you note and the terms you want on every document.
5. Payment reminders are off until you turn them on. When they're on, clients get a friendly email when an invoice is 3 and 7 days past due.
6. Upload your logo under Profile → Business Logo. It goes on every PDF, email and the page your client opens.

2. Send your first estimate

1. Start it. In the app: Invoicing → + New → Estimate. Pick the job, or tap + New job and add the customer (name and the email where they'll get the estimate). On the website: Invoicing → + New Job, then + Estimate on the job.
2. Add your lines. Tap + Add line: a description, the quantity and unit, and either the price per unit or the line total (fill in one, the other works itself out). For a credit, enter a negative amount. Mark lines that aren't taxable.
3. Check the dates, tax, notes and the payment schedule at the bottom. Everything saves as you go.
4. Preview it with More → Preview PDF in the app.
5. Tap Send to client. Your client gets an email from your business with a link. They review it on their phone, type their name and sign. No account, no app.
6. You'll get a notification when they open it and when they sign. If they said yes in person or signed on paper instead, open the estimate and tap Mark approved.

3. Add change orders as the job changes

1. On the job, tap + Change order, or open the signed estimate and tap + Add change order.
2. Add what's changing, the same way as an estimate. Give it a title like "Tile backsplash"; it's what your client sees on the invoice.
3. Send to client to have it signed, or Mark approved if they agreed in person.
4. Approved change orders are added to the next invoice automatically, with who signed and when. You don't have to remember them.

4. Invoice the deposit and the final payment

1. Open the signed estimate. The Payment schedule shows each payment and its amount.
2. Tap Invoice next to Deposit. A draft invoice opens; check it and tap Send to client.
3. At the end of the job, tap Invoice next to Final payment. Any approved change orders that haven't been billed are added to it.
4. If the estimate is Paid in full (no schedule), use Create invoice from this instead.
5. When you get paid, open the invoice and tap Record a payment (check, Zelle, ACH, card or cash). Partial payments are fine; the balance updates.

Checklist

• Next numbers set to continue from your old app
• Tax rate, terms and payment schedule checked
• Logo uploaded
• First estimate sent and signed (or marked approved)
• Deposit invoiced
• Payment reminders turned on, if you want them

Questions or something not working the way you expect? Use Feedback & Requests in the app or on the website, or email support@buildsuitecrew.com.