Estimates and invoices

Each job in Interdatum is a File that can hold several estimates and several invoices. You build each document from editable lines, save a PDF, and send it to the client, who reviews it in the client portal.

Where do I create estimates and invoices?

Open a job and use the Estimates and Invoices tabs. Owners and admins can create, edit and send estimates and invoices.

On the Estimates tab, the Estimates in this file panel lists every estimate with its number, status, type and total. Click New Estimate to create the first one, or Additional Estimate to add a separate estimate for extra work. Estimate types are shown as "Original scope", "Additional work" or "Replacement".

On the Invoices tab, the Invoices in this file panel lists every invoice with its total and balance. Click New Invoice to create one. A new invoice is pre-filled with the lines from accepted estimates that aren't already on an active invoice, and any deposit already paid on those estimates is applied to it.

You can rename any estimate or invoice. Without a custom title, documents are named like "Estimate #1" or "Invoice #2".

How do I build an estimate or invoice?

When you select a draft, the Prepare Estimate or Prepare Invoice form opens.

1. In Service for this estimate (or Service for this invoice), choose one of your services or One-off / no configured service. The service is saved on that document and printed on its PDF.
2. Add lines. Use Add configured service to insert a priced line from your pricing rules or a reusable line item, or Add one-off line for a custom line. Each line has Service or item, Description or rate and Amount, and every field stays editable.
3. If tax is turned on, each line has a Taxable checkbox. Lines are taxable unless you untick it.
4. Check the totals: Subtotal, one row per tax, then Estimate total and Deposit (on estimates), or Deposit applied, Invoice total and Balance due (on invoices).
5. Click Generate PDF to preview, then Save PDF. You need at least one line to generate a PDF, and you must save the PDF before you can send the document.

How do deposits on estimates work?

Estimates require a deposit by default. The This estimate requires a deposit checkbox is ticked on new estimates, and the deposit starts at 10% of the estimate total. You can change the percentage (0–100%) or untick the checkbox to send an estimate with no deposit.

The deposit amount is the estimate total (including tax) times the deposit percentage, rounded to the cent. The estimate PDF footer tells the client either that a deposit is required to confirm booking, or that approving the estimate confirms booking without a deposit.

When the client pays the deposit online, or when you record the deposit as a manual payment, the estimate is marked accepted. When you later create an invoice from that estimate, the deposit paid appears as Deposit applied and is subtracted from the balance due.

How do I send an estimate or invoice?

Once the PDF is saved, click Send Estimate or Send Invoice. A preview of the PDF opens so you can check it; click Confirm & Send to send it. Only draft documents can be sent.

Sending changes the document's status to "sent" and emails the client at the job's email address with an Open Your Portal button that links to the job in your client portal. Invoice emails also include your offline payment instructions when you've added them. If you've turned on text notifications for estimates or invoices and the client has a valid phone number, a text is sent too.

If the email can't be delivered, the document is still marked sent and Interdatum shows a message asking you to retry or contact the client directly.

After a document is sent, its lines are locked. Sent documents keep the tax rates they were issued with, even if you change your tax settings later.

How do I change or cancel a sent estimate or invoice?

You can't edit a sent document, but you can replace or void it. Both keep the document's history in the File.

• Replace Estimate or Replace Invoice creates a new draft copy that you can edit. When you send the replacement, the original is marked "superseded", and the client portal tells the client it has been replaced by a newer document.
• Void Estimate or Void Invoice cancels the document. A voided document stays in the File history but can no longer be approved or paid. If you void a paid invoice, its recorded payment history is kept.

Drafts that were never sent can be removed with Delete Draft on estimates. Only draft estimates can be deleted.

What statuses can estimates and invoices have?

Estimate statuses:

• draft — being prepared; not visible to the client.
• sent — waiting for the client to accept or decline in the portal.
• accepted — the client accepted it, paid the deposit, or you recorded a deposit.
• declined — the client declined it in the portal.
• superseded — replaced by a newer estimate.
• void — cancelled.

Invoice statuses:

• draft — being prepared; not visible to the client.
• sent — waiting for payment.
• partial — part of the balance has been recorded as paid.
• paid — the balance is zero.
• superseded — replaced by a newer invoice.
• void — cancelled.

When an invoice is fully paid, Interdatum stamps its saved PDF with "PAID". The job is closed automatically when the File has no draft or unpaid invoices and no estimates waiting on the client.