Invoicing app for tradies: from the job to paid

How invoicing works

1. Start from the job, or from scratch. Link the invoice to a job and pull in the labour: every hour the crew logged lands as one Labour line, the total hours at the blended hourly rate, so the client sees one clean line rather than a timesheet.
2. Add materials and extras. The supply costs on the job come across as material lines. Add anything else from your own price list or type it in. Each invoice gets its own number, a due date and your notes.
3. GST done for you. If you are registered for GST, the invoice shows the subtotal, the GST and the total. If you are not, GST stays off.
4. Send it. The client gets an email in your business's name (sent via TrackYaTradie) with the invoice PDF attached and a link to view it online, no login needed. Replies come straight to your email address.
5. Get paid and close it off. Your bank details go on the invoice, or the client pays online. Mark it paid with one tap, or let an online payment mark it for you, then send it to Xero.

Deposits, progress claims and variations

Bigger jobs rarely get paid in one hit. Set up payment stages on a job (a deposit, then claims as the work goes in) and each invoice can claim a stage, so you can see which stages have been claimed. Approved variations can be rolled into the next invoice, so extra work does not get forgotten at the end of the job.

New to structuring payments? Read progress claims and payment stages or grab the free progress claim template.

Getting paid online

Switch on online payments in Settings and every invoice you send carries a way to pay: a button in the email and on the invoice link, and a pay link on the PDF. Your client pays by card or by bank debit (BECS) and always pays the exact invoice total. When the payment lands, the invoice marks itself paid and you get an email to say so. Card payments mark paid straight away; bank debits take a few business days to settle.

What it costs you, per payment:

• Card payments: 0.5% of the invoice total (minimum $0.50)
• Bank debit (BECS): 0.5% of the invoice total (minimum $0.50, capped at $10.00)

Stripe's processing fees also apply and are billed to you by Stripe at their standard rates (currently 1.7% + $0.30 for domestic cards; 1% + $0.30 capped at $3.50 for bank debits). Invoices paid by bank transfer carry no fee.

Chasing late invoices

Every sent invoice has a due date, and anything past it is flagged as overdue on your invoice list. One tap emails the client a polite payment reminder with the invoice attached again, and the app nudges you when an invoice has been sitting unpaid so it does not slip through.

GST on tradie invoices

Registered for GST? Then your invoices need to show it, and for a sale over $82.50 including GST your customer can ask you for a tax invoice. The plain-English rules are in do I need to put GST on a quote, and the GST quote calculator adds or removes GST in one step.

Xero sync

Connect Xero once and send any invoice across as a draft sales invoice, ready for you or your bookkeeper to approve. Supply costs and timesheets can go across as draft bills too. See the Xero integration for the detail.

What it does not do

• No recurring or subscription invoices. Every invoice is raised on purpose.
• It syncs with Xero only, not MYOB or QuickBooks.
• Progress claims against payment stages, and variations, are on the web dashboard, not the phone apps.
• It is not an accounting package. BAS, payroll runs and reconciliation stay in Xero.

What it costs

Invoicing is on every plan, along with quotes, crew hours and live profit on every job. One flat price per business, never per user: $35 a month for a sole trader, $79 for up to 3 tradies and $149 for up to 10. Every plan is on the pricing page.

Weighing up other apps first? The best apps for Australian trade businesses compares the main job apps and how each one gets you paid.