Invoicing & Payments
Send invoices, collect payments, and track your money in GRASSR.
How invoicing works
GRASSR creates invoices when you complete jobs. You choose how:
When you tap "Complete," GRASSR creates an invoice and sends it to the customer automatically.
Create invoices with custom line items whenever you want. Full control over timing and content.
If the customer has a card on file, charge it instantly and send a receipt. One tap, done.
Creating an invoice
From job completion
The easiest way — complete a job and tap Create & Send Invoice. GRASSR auto-fills the customer, services, and amount.
Manual invoice
Open the Money tab
Tap + to create a new invoice.
Select the customer
Choose who to invoice.
Add line items
Add descriptions and amounts for each service.
Send the invoice
Add any notes, then tap Create & Send Invoice.
Example line items:
- Weekly mowing service — $45.00
- Edging — $10.00
- Weed treatment (front lawn) — $25.00
- Total: $80.00
Invoice delivery
Invoices are sent via email to customers who have an email on file.
Each invoice includes a Pay Now link that lets the customer pay online with a credit card.
Payment methods
Online payment (Stripe)
Customers click the payment link in their invoice and pay with a credit card. The payment is processed through Stripe and deposited to your connected bank account.
Saved card on file
When a customer pays online, their card is saved for future charges. Next time, you can:
- Charge & Send Receipt — one tap to charge the saved card and email a receipt
- Send Invoice — send a regular invoice if you'd rather let them pay on their own
This is the fastest path: Customer pays once online → card saved → every future job gets charged automatically on completion.
Tracking payments
Money tab
The Money tab is organized into three panes, accessible via a segmented control at the top:
Overview
Your financial pulse at a glance:
- Collected This Month — total payments received this month
- Outstanding — total unpaid across all customers
- Monthly trend — percentage change vs. last month
- Who Owes You — your top 5 customers by outstanding balance
- Quick Actions — Send Reminders, New Estimate, Log Expense
Action
A priority work queue of items that need your attention:
- Overdue invoices (red) — invoices past their due date. Swipe to send a reminder.
- Ready to invoice (orange) — completed jobs that haven't been invoiced yet. Swipe to create and send an invoice.
When everything is handled, you'll see "You're all caught up."
Ledger
Look up any customer or invoice:
- Customers — all customers sorted by outstanding balance. Tap to see their full invoice history.
- Invoices — searchable list of all invoices with filters: All, Unpaid, or Paid.
Invoice statuses
| Status | Meaning |
|---|---|
| Pending | Invoice created but not yet sent |
| Sent | Invoice delivered, waiting for payment |
| Paid | Payment received |
| Overdue | Past the due date, still unpaid |
| Cancelled | Invoice was voided |
| Refunded | Full refund issued |
| Partially Refunded | Partial refund issued |
Invoice activity timeline
Each invoice shows a timeline of events:
- When it was created
- When it was sent
- Any automatic reminders that went out
- When it was paid
Auto-reminders are marked with an Auto badge so you know which were sent automatically vs. manually.
Estimates
Send quotes before doing the work:
Create an estimate
Tap + on the Customers tab → Create Estimate. Search for an existing customer or enter prospect details (name, email, phone, address).
Add line items
Add descriptions and amounts. Optionally add site photos for reference.
Set up milestones (optional)
Enable Payment Milestones to split the total into stages (e.g., 50% deposit, 50% on completion).
Send for approval
Send the estimate to the customer. Once accepted, tap Convert to Job — GRASSR creates the job, sets up any recurring schedules, and links everything together.
Estimates get unique IDs (EST-1001, EST-1002, etc.) and show in the customer's profile.
Payment Milestones: For larger jobs, toggle on milestones to break the total into stages. GRASSR starts with a 50/50 split (Deposit and Completion) — customize the labels, amounts, and number of stages to fit the job.
Customer portal
Every customer gets a personal portal — a private web page where they can see:
- Upcoming scheduled jobs
- Outstanding invoices with a Pay Now button
- Payment history
How customers access it
Customers receive their portal link automatically in every invoice email. The link opens a web page — no app download or account needed.
The portal URL is unique to each customer (grassr.io/portal/[their-token]). Bookmark it for easy access.
The portal link is the same every time — customers can bookmark it and return whenever they want to check their account.
Tips for getting paid faster
- Save cards on file — one-tap charging is the fastest way to get paid
- Invoice immediately — send invoices right when the job is done, not at the end of the month
- Use auto-reminders — GRASSR sends follow-up reminders on overdue invoices
- Add a payment link — online payment is easier than mailing a check
- Keep contact info current — invoices only reach customers if their email/phone is right
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