LiftAuth drafts the Invoice when a billable Job closes or a contract’s yearly billing date comes around. Your office checks it, issues it and sends it. The Building Manager sees it in their app, and you record the payment.
Billing is where your office prices work, bills for it and keeps track of what each Building Manager still owes. It holds four kinds of document:
Every Invoice starts as a draft. A draft has no number and does not count as money owed. Issuing it gives it a number and a PDF, and adds it to what the Building Manager owes.
A Job on a contract billed per Job, or a Job from an accepted Quote, drafts its Invoice when it closes.
A contract billed once a year drafts its Invoice on its own, with the lines set on the contract.
Log a bank transfer or other payment against an Invoice. Its balance and status update at once.
Reverse part or all of an issued Invoice as an adjustment, a refund or a write-off.
Export what one Building Manager or all of them owe for a period, as a PDF or a CSV.
Price your call-out fee and hourly rate once. Save the lines, tax rate and terms you bill again and again.
Choose the prefix and format of your Quote, Invoice and credit note numbers, and carry on an existing sequence.
When the Job is on a contract billed per Job, the lines come from the contract’s own invoice. When the Job came from an accepted Quote, they come from the Quote.
A contract billed once a year drafts its Invoice without a Job. You can also write an Invoice by hand at any time.
Open the draft, check the lines, the tax and the due date, and edit anything that is wrong. Then select Issue invoice. The Invoice takes the next number in your series and gets its PDF.
Once issued, an Invoice cannot be edited or deleted. To correct one, raise a credit note and issue a new Invoice.
An issued Invoice appears in the building manager app straight away when that Building Manager has accepted your sharing request. If they haven’t, email it from LiftAuth with the PDF attached.
A Building Manager who pays by bank transfer selects I’ve made a bank transfer. That puts the Invoice in your Inbox so you can check your bank and record the payment.
| Capability | LiftAuth | A separate invoicing tool |
|---|---|---|
| Invoice for a finished visit | Drafted when a billable Job closes | Typed up from the job sheet |
| Yearly contract billing | Drafted from the Maintenance Contract | A recurring Invoice set up by hand |
| Signed Record with the Invoice | Both in the building manager app | Sent separately |
| Quote to Invoice | Accepted Quote becomes the Invoice lines | Depends on the tool |
| General ledger and bookkeeping | Not included; export a CSV for your accountant | Depends on the tool |
No. LiftAuth drafts them and someone in your office issues each one. Issuing does not email the Invoice either. A shared Building Manager sees it in their app, and anyone else needs it emailed.
Not yet. Card payments are coming soon.
No. You keep your accounting software. Integrations with QuickBooks and Xero are coming soon.
To talk to us, email hello@liftauth.com or fill in the form here.
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