Creating an Invoice
There are two ways to create an invoice in Trade2Base: converting an approved quote, or creating one directly from a completed job. Both result in the same branded PDF invoice ready to send to your customer.
Method 1: Convert from a quote
The fastest method if you've already sent a quote and the customer has approved it.
Go to the relevant job, then click the Quotes tab and open the quote you want to convert.
The blue "Convert to Invoice" button appears at the top of the quote. Click it to create a draft invoice with all the same line items already populated.
Check that the line items, quantities, and prices are correct. You can edit any line at this stage.
Choose from 7, 14, or 30 days, or enter a custom due date. The due date will appear prominently on the invoice PDF.
Click "Send invoice". The customer receives an email with the invoice PDF attached and, if Stripe is connected, a payment link.
Method 2: Create directly from a job
Use this when you've completed a job without sending a quote first.
Go to Jobs and select the job with status "Completed".
Click the "New Invoice" button on the job detail screen. A blank invoice is created and linked to this job automatically.
Click "Add line item" to enter each service or part. Give each line a description, quantity, and unit price.
Toggle VAT on each line item that should be taxed. VAT is calculated at 20% and shown as a separate line on the invoice.
Pick your payment terms (7, 14, or 30 days) or set a custom date.
Review the total and click "Send invoice".
Sending and payment options
Sends via Trade2Base with the invoice PDF attached. Includes a payment link if Stripe is connected.
Generates a link the customer can open to view and pay their invoice. Useful if they prefer messaging.
7, 14, 30 days — or set a custom due date. The date shows clearly on the PDF.
Marking an invoice as paid
If the customer pays via Stripe, Trade2Base marks the invoice paid automatically. For cash, bank transfer, or other methods:
Go to Invoices and open the invoice, or find it via the job.
Click the "Mark as Paid" button at the top of the invoice.
Choose Cash, Bank Transfer, Card (in person), or Other. This data appears in your payment reports.
If you do the same type of job regularly, save your line items as a quote template. Next time, apply the template and then convert directly to invoice — the whole process takes under a minute.
Still need help? Contact support