Invoicing overview

An invoice brings billable work for one customer into one document. Billing prepares it from accepted tickets and approved charges, checks the lines, then issues it. Issuing gives a new HaulApp invoice its number and records any commission earned on the work. It does not mean the customer has paid or that QuickBooks has received the invoice.

flowchart TD
  A[Accepted tickets] --> B[Approved charges]
  B --> C[Invoice draft]
  C --> D[Issued invoice]
  D --> E[QuickBooks review and delivery]
  D --> F[Commission earnings]

For the work before billing, see Tickets and verification. For what to do after an invoice is wrong, see Correct an invoice.

Create an invoice

Open Billing and choose a Ready to bill customer and job group. Review its draft lines and total. Work that cannot be billed appears under Held back with a reason. Resolve held work before including it.

HaulApp checks that charges are approved, supported by the accepted work, positive, and belong to the same customer. A charge already used on another invoice cannot be billed again. An order can have more than one invoice, for example when hauling and material are billed separately.

Select Export to QuickBooks to create the invoice draft from the group. With a QuickBooks Desktop connection, the export request directs you to its separate preview and approval workflow; the button itself does not complete Desktop delivery. Open the invoice to review and issue it before approving it in QuickBooks.

Issue an invoice

1. Open the draft from Invoices.
2. In Invoice issuance, select Review issuance. Check the date, total, ticket quantities, and any commission terms shown in the preview.
3. Select Issue reviewed invoice.

HaulApp refuses an empty or nonpositive invoice, unsupported charges, quantities above the accepted ticket amount, and commissioned work without agreed terms. If the draft changed after review, open a fresh preview. An issued invoice gets a number such as INV-0001 and retains its issue history.

Read the invoice

The invoice page shows the billed lines and their tickets, the total, credits, and the open balance. It links to the order and customer. The History tab lets you inspect earlier revisions and the reason for each correction. Credits shows both credit memos that correct this invoice and credits applied to it; those can be different documents.

Lines for hauled work and other charges add to the billed total. A discount lowers that total; a subtotal or description helps organize the document without billing more. A payment line printed on the invoice reduces the amount due without reducing the billed total. Payments observed later in QuickBooks are shown separately as accounting information, not as a change to the invoice’s work.

Status	Meaning
Draft	Prepared but not issued.
Issued	The current commercial invoice. Later corrections are recorded as revisions or separate credits.
Voided	Cancelled; the invoice and its number remain in history.
Posted	Historical invoice imported from a previous system.

The commercial invoice total is the amount billed. An applied credit or a payment reduces what is owed; it does not erase the billed amount. The invoice page separates its local credits from the accounting balance last observed in QuickBooks. An accounting balance may be not read yet or stale—check its observation time before using it to collect payment. See Review QuickBooks activity.

Send an invoice to QuickBooks

After issuance, use Settings → QuickBooks → Invoices to select the accounting company, review the invoice and mappings, and approve it for delivery. The next Web Connector run carries approved work to QuickBooks. A successful send alone is not confirmation: HaulApp compares a later QuickBooks read with the approved document. Your company must have accounting writes enabled for delivery. See QuickBooks Desktop.

Imported invoices

Invoices imported from WATMS appear alongside new invoices with an Imported badge. They preserve historical billing but cannot be edited or voided through HaulApp’s native invoice correction controls. An imported invoice may already exist in QuickBooks; the Imported invoices connection setting must be considered carefully before sending one, or accounting could hold a duplicate. See Importing your history.