Send, track, and get paid

The invoice detail page is the hub for everything after an invoice is created: sending, reminders, recording payments, deposits, retention, refunds, and receipts. A paid or partially paid invoice shows Send receipt, which sends the latest successful payment receipt by email, SMS, or both. In Payment History, a successful payment has its own Refund action for a full or partial amount. Switch between the sample invoices in the widget below to see every state, an invoice waiting to send, one already paid, and one still holding retention.

Next to PDF, Spreadsheet downloads the invoice’s lines as Excel (.xlsx) or CSV: item, description, quantity, unit, unit price and total, one row per line, with the subtotal, tax, total and amount due below, ready to copy into QuickBooks or another billing system. To download many at once, tick invoices on the Invoices list and choose Download spreadsheet, or use Download spreadsheet at the top of the list to get every invoice matching your search and filter (up to 2,000): Excel has an Invoices sheet and a Line items sheet, CSV is the line items alone with the invoice number, date and customer on every row.

Use Receive payment when the customer gives you card details over the phone or asks you to charge a saved payment method. First choose Card or Bank account (ACH). The card path lets you pick an active saved card or choose Enter a new card, enter the amount to collect, and decide whether Conduit should email the customer a receipt. A card entered here is saved for invoice payments only and does not turn on recurring autopay. Conduit shows the exact invoice payment, card fee, and total card charge before you confirm it.

The bank path can debit an active, verified account only when Conduit generated the invoice from an active or paused recurring schedule and that account is covered by the schedule’s signed autopay authorization; merely attaching another invoice to one of the schedule’s jobs does not qualify it. When no eligible account exists, the panel explains why and offers Copy payment link so the customer can pay by bank themselves. A draft also offers Send invoice, which opens the existing recipient picker without sending automatically. A new bank account cannot be entered here. ACH has no card surcharge and typically takes about four business days to settle. The public payment page will not start another payment against that balance while it processes. Stripe’s final result marks the invoice paid or restores its unpaid balance if the debit is returned; a returned contractor-started debit sends the contractor a bank-payment failure notice and is not described or retried as autopay.

For either path, the amount starts at the full balance but can be reduced for a partial payment. Back or Close cancels an unconfirmed quote so you can safely choose another method or amount. If the bank or card issuer requires the customer to approve the payment, send the customer the invoice payment link instead. Receiving a payment on a draft moves it to Sent without sending the invoice itself. Card payments appear in Payment History after they succeed; ACH appears pending until it settles. Either kind can be refunded from Payment History after it succeeds.

Use Record Payment for money collected outside Conduit, such as cash or check. Its Email the customer a receipt box starts checked; clear it when the customer does not need a receipt. This choice suppresses both the automatic receipt email and payment-confirmation text for that recorded payment.

Who receives it. The Customer card on the invoice detail page lists the customer plus every contact on the account (and that project’s contacts too, when the invoice is attached to a project), each with its own Email and Text checkboxes. By default Conduit emails the customer and anyone marked to receive billing notifications, and texts anyone in that same group who has also consented to texting. Check or uncheck a contact to customize who this specific invoice goes to; your choice is saved immediately and the Send buttons update to say exactly who they will reach, like “Email to 2 recipients.” Add a new contact right from that card without leaving the invoice.

A paid deposit is money already collected, not new revenue on the final invoice; Conduit represents it as a credit. Deposit credit lists every applied deposit and its source invoice. Use Apply Deposit to link another paid deposit or enter a manual deposit amount, and Remove if a credit was linked incorrectly. If one deposit is larger than a final invoice, Conduit applies only what that invoice can use; the unused amount remains available for another invoice.

A progressive invoice can separate earned work from retention held under the contract, showing the retention amount and Payable now. Once payable-now is covered and only retention remains, the invoice becomes Paid · retention held, settled for collections, with the retained balance still visible. At closeout, releasing retention from the bid billing card creates a separate retention release invoice and links each original invoice to it; see Progressive Billing and Retention for the section ledger and closeout steps.

1. Send the invoice via email.
2. Send it via text too.
3. Send it via every available channel at once.
4. Download the invoice PDF.
5. Notice the overdue banner's Send Reminder action.
6. Click Apply Deposit.
7. Link an existing paid deposit invoice.
8. Or enter a manual deposit amount.
9. Remove an applied deposit credit.
10. Click Record Payment.
11. Choose a method and save the payment.
12. Send a payment receipt on the paid invoice.
13. Open the refund form from Payment History.
14. Issue a full refund.
15. Issue a partial refund.
16. See retention held and payable-now on a progressive invoice.
17. Switch to the Paid, retention held invoice.
18. See the retained balance on a Paid · retention held invoice.
19. Find the link to its retention-release invoice.