Help category
Invoices and operations
Handle invoices, payments, expenses, budgets, purchasing, and operational records safely.
16 guides
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Configure invoice defaults and create an accurate draft
Set invoice numbering and company defaults first, then create a draft with the correct project, due date, payment terms, lines, taxes, and estimate links. Review the draft before sending or recording payment.
Read the guideRecord a payment and apply it to invoices or deposits
Record each real receipt once, then allocate it to the correct invoices or leave the intended amount unapplied as a deposit balance. JobBuddy recalculates related balances from posted ledger activity.
Read the guideCorrect a posted payment safely
Posted payments are ledger records, so correction depends on their state. Review allocations and QuickBooks status first: Void Payment keeps a reversing entry, while Delete Payment permanently removes an eligible local payment and any paired reversal.
Read the guideSubmit, approve, reject, or withdraw an expense
A submitter chooses an eligible approver and cannot approve their own expense. Pending and approved expenses are locked; the submitter can withdraw a pending request, while a rejected expense can be corrected and submitted again.
Read the guideSend an invoice and understand Draft, Sent, Partial, Paid, and Overdue
Deliver the correct invoice, use reminders/revocation appropriately, and interpret its status from actual ledger activity. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideCreate and track a deposit or progress payment request
Request funds against the correct project/invoice context and track funding without treating the request itself as payment. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideSend a payment receipt and read the payment history
Produce the correct receipt and explain how each posted, applied, or reversed entry changed the balance. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideEnable Expenses and create an expense from a receipt
Confirm access, create an expense, upload or email a receipt, and understand AI-processing status. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideCode an expense to the right project, supplier, product, tax, and cost code
Turn an extracted or manual expense into a complete, reviewable accounting record. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideCorrect an approved or QuickBooks-synced expense safely
Choose withdrawal, rejection/resubmission, coding correction, or accounting reversal based on the expense’s status. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideBuild a project budget and set the approved baseline
Enable budget access, create valid lines, and establish a controlled baseline for variance reporting. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideChange an approved budget with change orders and reconcile the result
Preserve the baseline while recording approved changes and understanding variance/payment effects. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideReview, approve, reject, reopen, and audit assigned approvals
Use the central queue to make a supported decision and understand when a resolved approval can be reopened. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideBuild a custom report with fields, filters, groups, and formulas
Create a reusable report definition over the correct Item Type and date field. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideRun, filter, and export a JobBuddy report to CSV or PDF
Run the intended saved report, validate its scope and totals, and export the correct format. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
Read the guideUnderstand Dashboard and Sales Overview totals
Interpret operational and sales widgets using the correct permissions, statuses, and date context. Follow the current customer-facing workflow and verify access, status, and resulting records before continuing.
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