Two thirds of the work is the same visit over and over: test, dose, skim, check the pump, go. It is easy money to do and awkward money to bill, because writing the same invoice out twelve times a year is how a maintenance customer quietly stops being invoiced at all. Then the pump fails, and that is a different document entirely.
These go in your price book once, with your own prices against them. After that a line is one tap: the item, the description, the unit and the price fill themselves, and the totals resolve underneath.
| Line | Unit |
|---|---|
| Route visit | each |
| Water test and chemical balance | each |
| Chemicals and consumables | job |
| Filter cartridge, supplied and installed | each |
| Repair labor | hrs |
| Opening and closing for the season | each |
| Spa service and drain down | each |
Prices are yours. Invoice Koi ships a handful of round placeholder lines to start from and never fills your book with figures you did not set.
A recurring invoice drafts on the cadence you set, weekly through to yearly, carrying the client and the lines. You look at it and send it, and a quiet month stops being an unbilled one.
The jobs schedule holds who is due when, so a route of regular customers is a list rather than something you keep in your head between the van and the kitchen table.
A failed pump on a maintenance customer goes under its own heading with its own subtotal, so what they pay every month and what went wrong this month read as two separate things.
A recurring invoice drafts itself on the day you set with the lines already on it. Sending is still yours: nothing reaches a customer until you press send.
Put it on the same invoice under its own heading, or raise a separate one. Grouped subtotals mean the maintenance figure stays recognisable either way.
Yes. Photograph the supplier receipt, it is read into an expense with the tax inside it, and that expense can go onto the invoice as a line.
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