Digital invoicing means the quote, the invoice and the payment all happen inside one system, linked to the customer record. We set it up, design the templates, connect payments and accounting, and train whoever sends quotes and invoices. We are a marketing and business consulting service, not a contractor and not a bookkeeper: we set up the tools, and your accountant keeps the books.
What it is
There are three linked pieces:
- Quotes (estimates): itemized, branded, sent by text or email from a phone or tablet, with the option to accept and sign on screen. Good-better-best options are easy to include.
- Invoices: generated from the accepted quote or the completed job, sent the moment the work is marked done.
- Payments: a link on the quote or invoice for card or bank payment, with automatic receipts and reminders.
Because it all sits on the customer record, the office can see at a glance what was quoted, what was approved, what was invoiced and what's still owed.
Who it's for
This suits you if any of these sound familiar:
- quotes go out two or three days after the site visit
- invoices are batched and sent once a week
- your receivables report is a spreadsheet you update by hand
- customers say they never received the invoice
- you retype every invoice into your accounting software
A quick calculation shows why this matters. Suppose you invoice $60,000 a month and customers pay on average 40 days after the job. At any moment about $80,000 is owed to you ($60,000 × 40 ÷ 30). Cut the wait to 15 days and that balance drops to about $30,000, so roughly $50,000 moves from receivables into your bank account, which can mean less interest on a line of credit or simply less stress at payroll.
What's included
- Quote templates for your main job types, with line items, options and clear terms.
- Price-display check. Quotes and online prices should show the full amount, including mandatory fees. The Competition Bureau treats hidden mandatory charges as drip pricing.
- Invoice templates with your business details, GST/HST numbers, payment terms and the fields any rebate program you work with requires.
- Payment setup, with the provider of your choice, in your company's name.
- Reminder schedule: a polite note at 7 days, a firmer one at 14, a call task for the office at 30.
- Accounting connection so invoices and payments flow to your books without retyping.
- Deposit and progress billing for longer jobs, if it fits your trade and province.
Rebate paperwork and provincial rules
Rebate programs increasingly care about what's on your invoice. In BC, for example, the CleanBC Better Homes Energy Savings Program introduced new requirements for invoices dated on or after July 6, 2026; the program requirements page lists them. A template that captures the right details every time is far safer than relying on memory.
Deposits are another area where rules vary. Alberta requires a prepaid contractor licence for some businesses that take payment before work is complete, as described in its prepaid contracting publication. We don't give legal or compliance advice; we flag the question so you can confirm it before deposits go live. Our area pages note the relevant rules by province.
Timeline and measurement
Most setups take two to four weeks, longer if your price book needs to be built from scratch. We track:
- days from site visit to quote sent
- quote acceptance rate
- days from job completion to invoice sent
- average days to payment and the share of receivables over 30 days
Mistakes to avoid
- Vague line items. "Labour and materials, $4,200" invites disputes. Itemize enough that the customer understands what they're paying for.
- No terms on the quote. State validity, deposit, payment terms and what happens if scope changes.
- Reminders that sound like threats. The first reminder should assume the customer simply forgot.
- Two price books. If quotes and invoices pull from different price lists, they'll drift apart within a month.
Our guide on getting paid faster goes further on cash flow, and the CRM migration page explains the customer records invoicing depends on. See pricing for plan costs.
Frequently asked questions
Do you handle our bookkeeping?
No. We set up the quoting and invoicing tools and connect them to your accounting software. Your bookkeeper or accountant still handles the books, tax and year-end.
Will customers pay card fees?
That's your decision, and surcharging comes with conditions of its own. Many trades simply build card costs into their pricing. Check with your payment provider and adviser before adding a surcharge.
Can we take deposits online?
Usually, yes, through a payment link on the quote. In some provinces, taking money before work is finished brings extra rules; Alberta's prepaid contractor licensing is one example. Confirm your obligations before you switch deposits on.
Can we keep paper invoices for some customers?
Yes. A few customers will always want paper. The system can print the same invoice, so the record stays digital even when the copy is on paper.