Invoicing Overview

Ormi's invoicing system helps you get paid faster by creating professional invoices, accepting online payments, and tracking payment status—all automatically linked to your jobs.

Invoice Templates

Default Template

Ormi comes with a professional default invoice template that includes:

• Your company logo and information
• Customer details
• Job description and line items
• Payment terms and due date
• Payment link for online payments

Customizing Your Template

1. Go to Settings → Invoicing → Templates
2. Click Edit Template
3. Customize:
   • Logo and branding colors
   • Company information layout
   • Terms and conditions
   • Footer text
   • Payment instructions
4. Preview changes in real-time
5. Click Save

Multiple Templates

Create different templates for:

• Service calls vs. installations
• Commercial vs. residential customers
• Different service types (HVAC, plumbing, electrical)

Creating Invoices

From a Completed Job

1. Open the completed job
2. Click Create Invoice
3. Review job items and pricing
4. Add any additional line items:
   • Materials
   • Labor hours
   • Travel fees
   • Permits or inspections
5. Adjust quantities or prices if needed
6. Click Create Invoice

Manual Invoice Creation

For non-job invoices (recurring services, parts sales, etc.):

1. Go to Invoices → New Invoice
2. Select customer
3. Add line items manually
4. Set due date and payment terms
5. Create invoice

Invoice Line Items

Each invoice can include:

• Service items: Labor, service calls, installations
• Materials: Parts, supplies, equipment
• Fees: Travel, disposal, permit fees
• Discounts: Percentage or fixed amount
• Taxes: Automatic calculation based on location

Payment Processing Setup

Stripe Integration

Ormi uses Stripe for secure payment processing:

1. Go to Settings → Payments → Stripe
2. Click Connect Stripe Account
3. Sign in to your Stripe account (or create one)
4. Authorize Ormi to process payments
5. Complete setup (platform fee: $1 per completed job, capped monthly)

Payment Options

Once Stripe is connected, customers can pay via:

• Credit or debit cards
• ACH bank transfers (lower fees)
• Digital wallets (Apple Pay, Google Pay)

Payment Fees

• Per-job fee: $1 per completed job, capped monthly based on your billing plan
• No monthly fees: Unlike subscription-based software, you only pay when you complete work
• Transparent pricing: See exact fees on your billing dashboard at any time

Sending Invoices

Email Delivery

1. Create the invoice
2. Click Send Invoice
3. Customer receives email with:
   • Invoice PDF attachment
   • Link to view invoice online
   • Secure payment link
   • Payment instructions

Manual Delivery

• Download PDF and send via your own email
• Print and mail physical invoices
• Share invoice link directly

Invoice Reminders

Set up automatic reminders:

1. Go to Settings → Invoicing → Reminders
2. Enable automatic reminders
3. Set reminder schedule (e.g., 3 days before due, 1 day after due)
4. Customize reminder message

Tracking Payments

Payment Status

Each invoice shows its payment status:

• Unpaid: Invoice sent, awaiting payment
• Partially Paid: Partial payment received
• Paid: Full payment received
• Overdue: Past due date, not paid
• Refunded: Payment was refunded

Payment History

View complete payment history:

• Payment date and method
• Amount received
• Processing fees
• Refund information
• Payment receipts

Payment Methods

Online Payments

Customers click the payment link in their invoice email to pay securely online. Payments are processed immediately and appear in your account.

Manual Payment Entry

For cash, check, or other offline payments:

1. Open the invoice
2. Click Record Payment
3. Enter payment method and amount
4. Add payment date and reference number
5. Mark as paid

Partial Payments

Record partial payments for:

• Progress payments on large projects
• Installment plans
• Down payments

Accounting Integration

QuickBooks Integration

Sync invoices and payments to QuickBooks:

1. Go to Settings → Integrations → QuickBooks
2. Connect your QuickBooks account
3. Choose sync settings:
   • Auto-sync invoices
   • Auto-sync payments
   • Sync customer data
4. Invoices and payments automatically appear in QuickBooks

Xero Integration

Similar setup for Xero:

1. Go to Settings → Integrations → Xero
2. Connect your Xero account
3. Configure sync preferences
4. Automatic two-way sync enabled

Invoice Reports

Revenue Reports

View comprehensive revenue data:

• Total invoiced vs. paid
• Outstanding balances
• Payment trends over time
• Customer payment history
• Job profitability

Export Options

Export invoice data for:

• Tax preparation
• Accounting software import
• Custom reporting
• Financial analysis

Best Practices

1. Send invoices immediately: Create and send invoices right after job completion
2. Clear payment terms: Set clear due dates and payment expectations
3. Follow up on overdue: Use automatic reminders and manual follow-ups
4. Track everything: Monitor payment status and outstanding balances regularly
5. Use online payments: Encourage customers to pay online for faster payment

Troubleshooting

Payment Not Processing

• Verify Stripe account is connected and active
• Check customer's payment method
• Review Stripe dashboard for error details
• Contact support if issues persist

Invoice Not Received

• Verify customer email address is correct
• Check spam/junk folders
• Resend invoice if needed
• Use alternative delivery method

Next Steps

• Learn about job scheduling
• Explore customer management
• Review reports and analytics

Questions? Reach out via our contact page or use live chat.