Home Watch IT Invoicing

What is HWIT Invoicing?

HWIT Invoicing is the built-in billing tool inside the HomeWatch IT platform. It lets you create professional invoices for your clients, send them by email with a PDF attachment, collect payment online via Stripe, and keep a full record of what’s been paid — all without leaving the platform. There’s no need for a separate accounting application to handle your homewatch billing — this is designed for companies that do not currently have an accounting system or do not want to integrate their accounting directly with HWIT Fundamentals.

All of the current invoicing function operate the same — nothing changes from the normal invoicing process other than the invoices do not sync to an external system.

When the invoices are emailed, there will be a Payment Button on the invoice (or in the Customer App), that will allow your customers to pay online.  Do use this feature, you must enable and attach the Stripe Payment option (go to Settings → Integrations → Accounting Integration, choose your Business country, and click Click here to connect Stripe Payments). Choose the country where your business and bank account are — Stripe cannot change it later.  Any payments made through Stripe are automatically updated in the system.

Your Stripe dashboard

Your Stripe dashboard shows your payments, your balance, and when Stripe pays you. It is also where you change the bank account Stripe pays into.

1. Go to Settings → Integrations → Accounting Integration.
2. Next to Stripe connected, click Open Stripe Dashboard.
3. Your Stripe dashboard opens in a new tab. You do not need to sign in.

Only Admin users see this button.

If the client pays via another method:  cash, check, Venmo, etc., you can enter the payment manually.  Go to Invoicing, open the invoice from the Invoices tab, and click Receive payment. The same invoice screen shows Billed work — the visits and charges behind the invoice, each linking to its report (Tracing Billing Between Reports and Invoices).

Enter the necessary information (Payment Method, e.g. Venmo,  Amount, and any other Notes), and click Save.

To show clients how to pay you by Venmo, Zelle or check, put your payment details in the invoice message. It prints on every invoice. See Adding an Invoice Message.

Do not enter Stripe payments here. They are recorded for you automatically.

If the customer pays by cash or check and the invoice has a card surcharge, tick Remove card surcharge before you save. See Editing an Invoice.

Deleting a payment entered by mistake

If you entered a payment by hand by mistake (for example, twice, or for a payment Stripe already recorded):

1. Go to Invoicing and open the invoice.
2. Under Payments received, click the trash can next to the payment.
3. Click Delete payment to confirm.

The invoice balance goes back up by that amount.

• Only payments you entered by hand can be deleted. Stripe payments have no trash can.
• You cannot delete a payment on a voided invoice.

The Customer App

All invoice information will appear in the Customer App, just as if you created the invoice in an accounting system.  A link will also be present for the customers to pay via the app.

Frequently Asked Questions

Can I invoice clients who aren’t on a recurring schedule? Yes. You can create an invoice for any client in your system at any time. Can I edit an invoice after sending it? Yes, while it is not paid. An Admin opens the invoice and clicks Edit — see Editing an Invoice. The customer is not sent anything until you click Email invoice. You can still Void an invoice instead (from the invoice details — this restores its billable items to unbilled) and generate a corrected one.

How do I see which visits are on an invoice? Open the invoice; Billed work under the totals lists every charge with the report or task it came from. Click the title to open the report; closing it brings you back to the invoice. What currency does HWIT Invoicing use? Invoices are billed in the currency configured for your company account. Is there a record of all payments received? Yes. Every payment — whether via Stripe or recorded manually — is saved with the date, amount, method, and who recorded it. What if a client says they didn’t receive the invoice email? You can resend it with Email invoice on the invoice details. Check that the email address on the client record is correct first. Can I switch to an integrated accounting system invoice later? You can always switch at any time — just know that it does require a “reset” at the database level, so it is not something you can do from the Settings screen.  Simply email support@homewatchit.com with your request.