Invoices, e-Transfer and card payments
Deposit, progress and final invoices are generated from the contract's payment schedule. Customers pay by Interac e-Transfer or by card; reminders go out at 3, 7 and 14 days past due.
Where invoices come from
The payment schedule you set on the quote (for example 30% deposit, 40% after rough-in, 30% on completion) is copied to the contract, and each line becomes an invoice at the right moment: the deposit when the contract is signed, progress invoices when their milestone is completed, the final invoice when the job is marked complete. You can also create a manual invoice from the Invoices page for anything outside a job.
Every invoice carries a sequential number that is never reused, your GST/HST number, the customer's name, taxes shown separately and the due date — what the CRA requires. Voiding an invoice keeps its number in the sequence and lets you reissue a corrected one.
Send and get paid
Under Settings → Business Account → Automation, choose whether invoices are sent automatically (after a delay you set) or left as drafts for you to send. The customer receives an email with the PDF and a link to their invoice page, which shows the balance due and how to pay:
- Interac e-Transfer to the email from your profile, with the invoice number as the reference. The customer clicks "I sent it" and you get a notification to confirm once the money lands.
- Card payment, if you connected Stripe (Settings → Integrations → Stripe Connect). The money goes straight to your own bank account; QuoteAI never holds it. The invoice is marked paid automatically.
- Cheque, with your mailing address.
Recording payments and reminders
Click Record payment on the invoice to log an amount, date, method and reference, and optionally email a receipt. Partial payments are fine — the balance updates. While an invoice is past due, reminders go out automatically 3, 7 and 14 days after the due date (turn this off in Automation). The dashboard's accounts-receivable card shows who owes what.
Holdback
When the contract has a holdback, each progress invoice shows the amount retained and the release invoice is created for you after the statutory lien period. The reminder tells you when you can bill it.