Allow Fieldworkers to Create Invoices

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Allow Fieldworkers to Create New Invoices

This permission allows fieldworkers to generate customer invoices directly from the Fieldworker App while they’re on-site. It’s ideal for businesses that want faster billing, fewer missed chargeables, and the ability to collect payments immediately after a job is completed.

Fieldworker on-site invoice creation workflow (admin setup, fieldworker steps, and benefits)

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What this permission does

When enabled, the Fieldworker App can show a Generate Invoice action inside a booking’s billing area (menu labels can vary). The invoice is created against an existing booking, using the booking’s services/line items, pricing, taxes, discounts, and customer details.

  • Yes: Fieldworkers can generate a customer invoice from a booking they’re assigned to.
  • No: This does not let fieldworkers invoice without a booking (unless you enable separate booking/quote creation permissions).

Key benefits

  • Faster invoicing: Generate invoices immediately after job completion.
  • Improved cash flow: Collect and record payments on-site (where enabled).
  • Reduced admin workload: Office staff spend less time creating invoices and more time reviewing.
  • Fewer mistakes: Invoices are generated from booking data, reducing missed or incorrect details.
  • Better customer experience: Customers can receive accurate invoices promptly.

Common use cases

  • On-site payment jobs: cleaning, trades, towing, repairs, mobile services, etc.
  • Scope confirmed on-site: the fieldworker completes the work, then invoices immediately.
  • Remote office teams: reduce back-and-forth to get invoices issued.
  • High volume operations: speed up invoice creation while keeping office oversight.

Before you enable it (recommended checks)

To keep invoicing controlled and consistent, review these related settings first:

Important distinction (subcontractor workflow): If you want subcontractors to upload their own tax invoice to invoice your business (not your customer), that’s a different permission: “Fieldworker can invoice company & upload tax invoice”. See the Fieldworker Permissions guide for details.

Enable or disable invoice creation for fieldworkers

  1. Log in as an Admin/Office user.
  2. Go to Settings → General Settings → Fieldworker Permissions.
  3. Find Allow fieldworkers to create new invoices.
  4. Toggle it ON (enable) or OFF (disable).
  5. Click Save if prompted.

Toggle setting: Allow fieldworkers to create new invoices

Recommended workflow (best practice)

For the cleanest and most controlled on-site invoicing workflow:

  1. Office creates the booking with correct services, pricing rules, taxes, and discounts.
  2. Fieldworker completes the job and confirms chargeables (add-ons only if permitted).
  3. Fieldworker generates the invoice in the app and confirms details.
  4. Optional: collect/record payment on-site (based on your payment permissions and gateways).
  5. Office reviews invoice totals, payments, and sends the invoice/receipt if required.

Fieldworker steps (in the app)

  1. Open the assigned Booking in the Fieldworker App.
  2. Go to the Billing / Invoice area (tab/menu name may vary).
  3. Tap Generate Invoice (or similar).
  4. Review the invoice details (line items, quantities/time, pricing, taxes, discounts, notes, attachments if applicable).
  5. Tap Submit / Save to create the invoice.

Invoice details screen in the Fieldworker App

On-site payments (optional): If your workflow supports taking payments on-site, fieldworkers can record full/partial payments, deposits, or other payment methods depending on your configuration. For an end-to-end guide, see Online & Offline Invoice Payments for Field Service Businesses.

Invoice Payment and Reconciliation Workflow

Office review & next steps

Once the invoice is created, office/admin users can manage it from the admin portal:

FAQ

Can fieldworkers create an invoice without a booking?
No. This permission is designed for creating a customer invoice from an existing booking. If you want fieldworkers to create bookings or quotes on-site, enable the relevant permissions in Fieldworker Permissions.

Why can’t my fieldworker see prices or totals?
If you want fieldworkers to see billing amounts, enable Display booking billing amount to fieldworkers. Some businesses keep this OFF for tighter price control.

Can fieldworkers add extra items (parts, add-ons, extra time)?
Yes, but only if you enable Allow fieldworkers to add custom services. If you leave it OFF, fieldworkers can still invoice what’s already on the booking.

What if a fieldworker records cash/EFT and I want approval first?
Enable Keep payments pending until reconciled so payments recorded in the field can require office approval before affecting invoice balances.

Is this the same as subcontractors uploading their own tax invoice?
No. Customer invoicing and subcontractor “invoice the company” workflows are different. For subcontractor tax invoice uploads, refer to Fieldworker Permissions.

Troubleshooting

  • “Generate Invoice” button not showing: confirm the permission is enabled (and saved), the fieldworker is assigned to the booking, and the booking has billable items.
  • Invoice already exists: in many workflows, a booking can only have one active customer invoice at a time (depending on your configuration). Check the booking’s billing area or invoice list first.
  • Totals look wrong: confirm taxes/discounts/service pricing on the booking. If editing is required, use Edit or Update an Invoice (or update the linked booking, depending on your workflow).
  • Payment recorded but balance didn’t change: if you use approval controls, the payment may be pending. Review Keep payments pending until reconciled.

If you want, share a screenshot of what your fieldworkers see in the Billing area and I’ll tell you exactly which setting is missing.

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