Quoting and invoicing software for trades: quote, do the work, invoice with GST

From quote to paid invoice

1. QuoteBuild a quote for the customer with line items. Quotes move through Draft, Sent, Accepted, Declined or Expired; sending a quote emails its summary to the customer, and a PDF of the quote can be downloaded.
2. AcceptThe customer opens the quote from their link and accepts it online. Accepting a quote never requires payment. Businesses can request no upfront payment, full payment upfront, or a fixed or percentage deposit; the quote shows the customer what is due upfront and what will remain for the final invoice. If the business requests payment upfront and has connected Stripe, the customer can pay online through Stripe Checkout after accepting; funds settle directly to the business’s own connected Stripe account, and ServiceCrown never holds the customer’s money. Payment status is visible on the quote in ServiceCrown.
3. ConvertAn accepted quote converts into a job with one action, whether or not it has been paid yet. The conversion cannot create a duplicate job.
4. WorkTime, materials and other direct costs are recorded against the job while the work happens.
5. InvoiceCreate the invoice from the job. GST is applied at your business’s configured rate when your business is GST-registered, and the invoice PDF can be emailed to the customer.
6. Get paidThe invoice email carries a secure link to the invoice. Where the business has connected Stripe, customers can pay the remaining invoice balance online from the invoice link, through Stripe Checkout. Any amount already paid on the quote is automatically credited, so after a deposit the invoice asks only for the remaining balance, and a fully paid invoice never asks for a second payment. For bank transfer or cash, record the payment and method on the invoice manually; mark an invoice overdue and send a reminder email.
7. XeroIf you use Xero, send an invoice to Xero as a draft with one action, whenever you choose. The export is manual and one-way; ServiceCrown stays the source of truth.

GST, exactly as configured

Your business settings hold whether you are GST-registered, your GST number and your default GST rate (15% unless you change it). Invoices apply GST from those settings, and a quote’s pricing carries into the job and the invoice so the customer sees consistent figures from first estimate to final bill.

Getting paid for the quote, and for the invoice

Accepting a quote never requires payment. On each quote you choose what to ask for upfront: no upfront payment, full payment upfront, or a fixed or percentage deposit. ServiceCrown works out a percentage deposit from the quote total to the cent, and the customer sees what is due upfront and what will remain for the final invoice. If you request payment upfront, the customer can pay online through Stripe Checkout after accepting; if you don’t, nothing is collected until you invoice. ServiceCrown never sees or stores card details, and funds settle directly to your own connected Stripe account rather than passing through ServiceCrown.

The invoice email carries a secure link to the invoice, and once you’ve connected Stripe the customer can pay the remaining invoice balance online from it. Any amount already paid on the quote is automatically credited, so after a deposit the invoice asks only for the remaining balance, and a fully paid invoice never asks for a second payment. Payment status shows in ServiceCrown as soon as it changes, and the customer gets a Stripe-hosted receipt.

For bank transfer or cash, record the payment and its method on the invoice manually; outstanding invoices are visible at a glance and can be marked overdue and reminded by email.

Xero

Connect Xero and send any ServiceCrown invoice to Xero as a draft with one action. The export is manual and one-way: nothing is pushed automatically, Xero does not write back, and ServiceCrown remains the source of truth for the invoice.

Know what the job actually made

Because time, materials and other costs sit on the same job as the invoice, Pro and Business plans show job costing and profitability — revenue against labour, materials and other costs, per job and across the business. See how job costing works, all features, or the plan comparison.

The assistant can prepare it for you

Creating a quote, converting it, creating an invoice and sending an invoice are among the actions the AI Assistant can prepare — each one pauses for your confirmation before it runs, and every action is recorded. How the AI works.

Related

Job management and scheduling · ServiceCrown for tradies · Industries