Follow one job from the first visit to a paid invoice.

Create the customer and the address

Add the customer. Call them Company_Name for now. Then save the address where the work happens, give it a clear name, and turn on Available as a work site so it comes up again when you book the visit. Only add a separate billing address if documents need to go somewhere else.

Create the job and book the visit

Choose the work type, the customer and the address you just saved, then set the day you are going out. Everything you record from here attaches itself to this job: what was said, the photos, the costs and the miles. Months later that is what the report is built from.

Record the conversation on the visit

Standing in the café with Jane Doe, open What was said and start listening. The words appear on screen as they are spoken. Stop when you are done and InvoQuill writes the conversation up on its own: what it came to, what was settled, what happens next, what is still open. Nothing reaches the note that was not said in the room, and a price they turned down stays turned down. If the phone missed a stretch because a call came in, the note says where and for how long. Read it, edit any line, and it stays with the job.

Recording what was said is part of InvoQuill Pro. The words are written down on the phone itself; the sound never goes to iCloud and never goes into a backup. Not every phone can listen, and InvoQuill tells you plainly what yours can do. Where it cannot, Write it down gives you the same record by hand, and everything after this step is identical.

Prepare and issue the quote

Build the quote from what you agreed, using saved price-list items where they help. Read it the way the customer will read it, then preview the PDF. Issue it when you are happy with it, and send it out the same way you will send the invoice later.

Issuing the quote and sending it to the customer are both part of InvoQuill Pro.

Photograph the work as you go

Use the groups that make sense for this job: Before, During and After. Check each caption and any saved date, time or location. If that information was not captured, InvoQuill leaves it blank.

Record what the job cost you

Scan the receipt for the fittings with the camera and the supplier, amount, tax and date are filled in for you to check and correct. It is read on the phone and nothing is sent anywhere. Or add the expense by hand, in the currency you paid. Then enter the journey yourself or review a trip the phone recorded. For a rate of 45p per mile, enter 0.45.

Choose what goes in the job report

Use the Recorded Evidence options to choose the sections you need, including anything you kept from what was said on the visit. You decide what a customer's copy carries: the note on its own, the figures with it, or everything that was said, word for word. A new business starts with the note only, and nothing from a conversation reaches a customer until you have read it and approved it. Set the photo quality, decide whether to show saved coordinates, and preview the whole PDF.

Reading the report on screen is free. Printing it, emailing it or saving it as a file is part of InvoQuill Pro.

Turn the quote into the invoice

Open the quote you issued and turn it into an invoice. Every line comes across onto a new draft, linked back to the quote, with nothing retyped. If you are only billing part of it now, a deposit or the first stage, raise that against the quote instead and InvoQuill keeps count of what is left, so the same work cannot be billed twice. Check every line and any payment link, preview the PDF, then issue it.

Issuing is part of InvoQuill Pro. The document number stays used even if you later void or delete the invoice.

Send the invoice to the customer

Open the issued invoice and choose how it goes out: print it, email it, send it in Messages, or share the file. The PDF is sealed before it leaves your phone. Company_Name can open it with no password, read it and print it, and cannot edit it, lift the text out of it or slip a page into it.

Sending an issued document is part of InvoQuill Pro, on every route.

Record the payment and raise the receipt

When the money lands, record it against the invoice. InvoQuill does not connect to your bank, so if you would rather not enter it yourself you bring the statement in instead: the file your bank gives you, a PDF of it, or a photo of the paper, all of it read on the phone. Where InvoQuill suggests a match it has read the reference on the invoice rather than the amount, so two customers paying the same figure are never mixed up, and nothing is marked paid until you confirm it one payment at a time. Then create the receipt from the saved payment.

Recording the payment is free and stays on the record whatever you do next. Bringing in a statement and matching it against your invoices is part of InvoQuill Pro. So is raising the receipt, because a receipt is a numbered document like the invoice.