Separate agreed work from additions
For a fixed fee, describe the job as quoted. For time-and-materials work, list the hours and materials. Do not charge additional labour for fitting already included in a fixed job price.
If a client requests extra work, record their approval and the price agreement before proceeding. Give it a separate invoice line afterwards.
Example: repairing a door
| Invoice line | Quantity | Explanation |
|---|---|---|
| Hang door and adjust latch | 3 hours | Labour at the agreed hourly rate |
| Replacement hinges | 2 items | Materials used |
| Fit additional draught strip | 1 job | Extra work requested |
Include the work address in the description when it differs from the billing address. This is particularly useful for landlords with several properties.
Keep the quote and invoice connected
Prepare a quote for a priced job. An accepted quote without instalments can be converted into an invoice. For a larger job, agree instalments and invoice dates that match the schedule.
Must I create a product for every material?
You can enter materials directly as invoice lines. Save products for items or services you use frequently to reuse descriptions and prices. This does not track stock in your van or warehouse.