Estimates and invoices

Estimates and invoices in DispatchMind come from your own price book. Build the price book once, and every estimate after that takes about a minute. When the work is done, the estimate turns into an invoice in one tap.

Step 1: Set up your price book

The price book is your list of services and parts, with prices. Group them your way, for example by job type or by the kind of work.

1. Open the price book.
2. Add a service or part: the name the customer will read, and the price.
3. Put it in a group so it's easy to find.
4. Repeat for the items you sell most.

Start with your top 20 items. You can add the rest as they come up.

Tips:

• Write names the way a customer would understand them. "Install and haul away" reads better than a stock code.
• Keep fees like permits as their own line, so they show up clearly.

Step 2: Build an estimate

1. Open the job.
2. Start an estimate.
3. Add lines from the price book. Change the quantity or price on a line if this job is different.
4. Check the total.
5. Save.

The estimate stays on the job and on the customer's page.

Step 3: Print the estimate

Print the estimate for the customer to look over. Keep the estimate's tag up to date, for example "Estimate" while you wait and "Get approval" when it needs a yes.

Open estimates show on the Estimates screen, so none of them go cold without you noticing.

Step 4: Turn it into an invoice

When the work is done:

1. Open the estimate.
2. Turn it into an invoice.

Every line carries over. Add or change lines if the job changed on site. No retyping.

You can also make an invoice straight from a job without an estimate. Open the job, start an invoice, and add lines from the price book.

Step 5: Print or send the invoice

Print the invoice or send it to the customer. Customers can pay by card online. See Getting paid.

Any invoice with an open balance lands in the collections list, oldest first, on the Pro plan and up.

Where to find them

• Estimates: every estimate, with the ones still out easy to spot.
• Invoices: every invoice and what's still owed.
• Customer page: every estimate and invoice for that one customer.

Common questions

Can a tech build an estimate in the field? It depends on the access you give them. On Pro and up, you set what each tech can do. See Adding your team.

Can I change an invoice after it's made? Yes. Open it and add or change lines.