Creating Invoices

Create invoices from accepted estimates manually or automatically, understand what carries over from the estimate, and learn common invoicing workflows.

In PaintScout, invoices are created directly from accepted estimates. You can create them manually or have them generated automatically when an estimate is accepted.

How to Create an Invoice Manually

1. Open an accepted estimate.
2. Click the dropdown arrow next to the Send button.
3. Select Create Invoice.

1. PaintScout generates the invoice from the estimate. You can then review it and click Send to email it to your customer.

Automatic Invoice Generation

You can have PaintScout automatically create an invoice whenever an estimate is accepted. This saves a step if you always invoice after acceptance.

To enable this:

1. Go to Account Settings > Invoices
2. Toggle on Automatic Invoice Generation

See Invoice Settings for full details.

When deposits are enabled, an invoice also generates automatically after the customer accepts and pays their deposit via credit card. The deposit is recorded on the invoice and the remaining balance is shown.

What Carries Over from the Estimate

When you create an invoice, PaintScout copies the following from the estimate:

• Contact information — customer name, email, address
• Accepted line items and areas — all items the customer agreed to
• Pricing — totals, taxes, and discounts as calculated on the estimate
• Options — only customer-accepted options are included
• Additional work — any approved additional work items

The invoice becomes its own document. After creation, changes to the estimate will not update the invoice, and changes to the invoice will not update the estimate.

Common Questions

Do I need to accept the estimate first?

Yes. The Create Invoice option only appears on estimates with an Accepted status. If you don't see it, check the estimate status.

Can I edit the invoice after creating it?

The invoice reflects what was on the estimate at the time of creation. If you need to make changes, you can update the invoice directly — but those changes won't flow back to the original estimate.

What if I need to invoice for additional work?

If additional work was approved on the estimate, it will be included on the invoice. You can also create additional work on the estimate before generating the invoice.

Can I create multiple invoices from one estimate?

Each estimate generates one invoice. If you need to bill in stages, use payment requests on the invoice to request partial payments like deposits or progress payments.

Related articles

Invoice Settings

Configure invoice due dates and enable automatic invoice generation when estimates are accepted in PaintScout.

Create and Send an Invoice

How to convert estimates to invoices and send them to customers for payment collection

All Invoices Report

View and manage all invoices in your account with status breakdowns, payment tracking, and cash flow monitoring tools.

Outstanding Invoices Report

Monitor unpaid invoices and accounts receivable to ensure timely payments and maintain healthy cash flow management.