Generating Invoices

You can generate invoices at any time, but the most common would be at the end of the month for all charges the previous month.

To generate invoices, go to Invoicing, and then click the Generate Invoices tab.

You’ll see a list of the billable customers on the left, with the total of all billable items available for each of them (customers with a subscription are marked (sub)), and the right side is where you generate the invoices.

If you need to edit the billable items, go back to the Billing Items screen and make your edits there as required.

Otherwise, to generate the invoices, select the customers you wish to invoice in the column on the left, and enter a Cutoff date. Any billable items dated on or before the cutoff date are included in the invoice; anything dated after the cutoff date is not included and remains in an unbilled status for your next invoice.

Enter the Invoice date you want to use, and then click Generate Invoices and confirm. All invoices are created and immediately sync to your accounting software. They are also available on the Invoices tab that you first see when coming into the Invoicing screen.

In the above example we are generating invoices for the Browers and the Watsons. We want to include billable items dated up to August 31, 2026, and the invoices will be dated September 1, 2026. Then just click Generate Invoices and confirm to complete the process.

After submitting the invoice batch for generation, you can check the status/progress by clicking Refresh List. As the billing items get invoiced they leave the list on the left side of the screen (they are not deleted — each one now sits on its invoice, and the report it came from shows Invoiced with the invoice number). You can refresh as necessary to keep checking the status.

Once all of the invoices have been generated, you can email them directly from this screen as well. Click Email Invoices, and every invoice dated on the Invoice date entered above that has not been emailed yet is emailed.

QuickBooks or Zoho: the email is sent from your accounting system. HWIT tells your accounting system to email the invoice, so the email template and format, and the Pay Now button, are the ones you set up there.
HWIT Invoicing: HWIT emails the invoices itself. A bar shows how many have been sent. You can leave the screen at any time; the rest keep sending in the background.

An invoice that has already been emailed is never emailed again. So it is always safe to click Email Invoices again: only the invoices not sent yet go out. If some could not be sent, it is usually because the customer has no contact with an email address. Fix the contact, then click Email Invoices again. To send an invoice a second time, open it on the Invoices tab and click Email invoice, or send it from your accounting system.

Payment info defaults to whatever you have configured in your accounting system. In the case of Zoho — if you have Stripe as your payment provider it is turned on automatically.

You may review the Invoices tab prior to sending the invoices — open any invoice and its Billed work section lists the visits and charges behind it, reconciled to the invoice total (Tracing Billing Between Reports and Invoices) — or even edit the invoices in your accounting system prior to sending/emailing. Simply come back to this screen and make sure that the Invoice date matches the invoices you wish to send prior to clicking Email Invoices.

Generating and voiding invoices is available to Admin users.

Bill only some charges for one customer (Bill selected…)

Sometimes you want to invoice one customer now for just some of their charges — for example a repair they asked to pay for straight away — and leave everything else for the normal month-end run.

Go to Invoicing → Generate Invoices.
Enter the Cutoff date and the Invoice date, as you would for a normal run.
Find the customer in the list and click Bill selected… on their row.
A list of that customer’s unbilled charges opens, dated on or before the cutoff date. Every charge starts ticked.
Untick the charges you do not want on this invoice. The bottom of the list shows how many are selected and their total.
Click Bill.

The invoice is created for the ticked charges only, dated with your Invoice date.

Good to know:

Unticked charges stay unbilled. They are picked up by your next normal run.
Subscription fees are left off. A customer’s subscription is not added to this invoice; it is billed on the next normal run as usual.
Emailing is the same as always. Send it with Email Invoices, or from the invoice’s details on the Invoices tab.
Bill stays greyed out if nothing is ticked, or if the ticked total is below zero (for example only a credit is ticked). Tick more charges or untick the credit.
The button is not shown for a customer who is already in a billing run that has not finished.
Bill selected… is not offered for companies using PennyLane.

Invoice a no-charge visit ($0.00)

Customers whose charges add up to $0.00 (for example a courtesy visit you did not charge for) are left out of the list. To send them a $0.00 invoice, so you both have a record:

Go to Invoicing → Generate Invoices.
Tick Show $0.00 customers at the top of the list.
The $0.00 customers now appear. Tick the ones you want, then click Generate Invoices as usual.

Good to know:

Until it is invoiced, a $0.00 charge stays on the Billing Items screen.
Select all only ticks the customers you can see in the list.

Some important notes for QuickBooks users:

1 — You MUST have a Terms code selected for the property in HWIT (the Terms field on the property’s Billing tab, or the default terms in Settings → Integrations → Accounting) or the invoice will not generate and will not sync to QuickBooks. If it looks like an invoice is not getting created, check to make sure you have set up a Terms code for the property.

2 — Make sure that in QB you go to your Settings, then Sales Settings, and turn OFF Custom Transaction Numbers and turn ON Service Dates. If you do not turn off the Custom Transaction Numbers setting your invoices will not receive an invoice number from QB.