Create invoices and collect payments with ShopWrk Pay

Each job gets one invoice. A deposit and the later balance are payment requests on that invoice, not extra invoices. Customers pay through ShopWrk Pay. You can still create a standalone invoice from Invoices → New Invoice when the work is not on a job. Paying ShopWrk for your subscription is Settings → Billing. That is not how customers pay you.

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Creating an invoice from a job

When you create or convert a job, ShopWrk already builds the draft invoice. Open the job and click Send invoice in the pricing card on the right. You will see:

• The customer and vehicle from the job
• All services booked on the job as line items
• The tax rate configured for your shop

You can add, remove, or edit line items while the invoice is still a draft.

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Invoice line items and tax

Each invoice has one or more line items. Line items have a name, quantity, unit price, and optional description. The invoice calculates subtotal, tax, and total automatically. Tax is applied at the shop level by default. If you need to override tax for a specific invoice, change the tax rate on the invoice form. You can apply a discount to the invoice total as either a fixed dollar amount or a percentage.

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Deposits and remaining balance

A deposit is the first payment on the job’s invoice. It is not a second invoice.

• Deposit requested. You sent a deposit pay link.
• Deposit paid. The deposit landed on the invoice.
• Balance due. What is left after deposits and other payments.

If the customer already paid a deposit from an estimate, that payment is already on this invoice. Open the invoice and click Collect remaining amount to start a payment request for the amount due.

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Sending an invoice to a customer

From the invoice detail page, click Send. You can deliver the invoice by:

• Email. A branded email with the pay link.
• SMS. A text with the same link.

The customer-facing page shows line items, total, amount due, and Pay now. Customers do not need a ShopWrk account.

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Insert customer and invoice details

If you want the email or text to fill in names, totals, and links for you, use Insert or Insert variable in the send panel. On email, you can insert into Subject and Message. On SMS, you can insert into Message. Click Insert (or Insert variable). Search with Search variables. Pick a field. ShopWrk adds an orange pill for that field. When you send, ShopWrk fills the real value for that invoice. Variables are grouped like this: Reset puts the message back to the default wording. Example: insert First name, Invoice number, and Payment link into an SMS so Jordan gets a text with his name, INV-1042, and the pay link filled in. Blank fields stay blank in the sent message. If a token is unknown, it can stay as written instead of filling in.

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Send a payment reminder

Open the invoice and click Send reminder. Choose email, SMS, or both. Edit the message in the composer, then send it. The reminder includes the invoice link.

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Read payment activity

Open the invoice to see how much has been paid and how much is still due. When the details are available, payment activity can show the payment method, time, last four card digits, a reference number, and who recorded a manual payment. A payment may show as processing, failed, refunded, disputed, or reversed. The invoice keeps the current amount paid and amount due in one place, including deposits and partial payments.

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How the customer pays

Customers pay through ShopWrk Pay. That page covers wallets, the pay page, fees, disputes, payouts, and the transaction limit.

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Cash and cheque payments

If a customer pays in cash or by cheque, record the payment manually from the Payments page under the Cash & Cheque tab. That keeps your records accurate without a card or bank charge.

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Payments overview

The Payments section of the sidebar has these areas: Disputes, payouts, wallets, and fees are on ShopWrk Pay.

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Recurring invoices

For customers who pay on a regular schedule, go to Invoices → Recurring and click New Template. Autopay detail is on ShopWrk Pay.

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Refunds

To refund a ShopWrk Pay payment, open the invoice, find the payment, and use the refund option. The refund goes back to the customer’s original card or bank. The invoice updates to show the refunded amount.

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Invoice statuses