Creating & Sending Invoices

PoolOps integrates with Stripe Connect to let you invoice customers directly. You become the merchant of record, and payments go straight to your bank account.

Setting Up Stripe Connect

Before you can send invoices, you need to connect your Stripe account.

Step 1: Start the Connection

1. Log into the web dashboard
2. Go to Invoicing in the sidebar (or Settings > Invoicing)
3. Click Connect with Stripe

Step 2: Create or Link Your Stripe Account

You'll be redirected to Stripe to:

• Create a new account if you don't have one, OR
• Link an existing account if you already use Stripe

Step 3: Complete Verification

Stripe requires:

• Business information - Name, address, type
• Personal details - For the account owner
• Bank account - Where payments will be deposited
• Tax information - EIN or SSN

This typically involves:

• Providing your legal business name
• Adding your bank account details
• Verifying your identity

Step 4: Activation

Once verified:

• Your account status shows Active
• You can start creating invoices
• Payments will deposit to your bank (usually 2 business days)

Creating an Invoice

Step 1: Navigate to Invoicing

1. Go to Invoicing in the sidebar
2. Click Create Invoice

Step 2: Select the Customer

1. Search for the customer by name
2. Click to select them
3. If they don't have an email, you'll be prompted to add one

Step 3: Add Line Items

Click Add Item for each charge:

Add as many line items as needed.

Step 4: Set Due Date

Choose when payment is due:

• Due on receipt - Immediately
• Net 15 - 15 days
• Net 30 - 30 days
• Custom date - Pick a specific date

Step 5: Review and Send

1. Review the invoice total
2. Add any notes (optional)
3. Click Send Invoice

The customer receives an email with:

• Invoice details
• Secure payment link
• Your business information

Tracking Invoices

Invoice Statuses

Viewing Invoice Status

1. Go to Invoicing
2. See all invoices with their status
3. Click any invoice for details

Managing Payments

When a Customer Pays

1. They click the payment link in the email
2. Enter their card details on Stripe's secure page
3. Payment is processed immediately
4. You receive a notification
5. Invoice status updates to Paid

Payout Schedule

• Stripe deposits funds to your bank automatically
• Standard timing: 2 business days after payment
• View payout schedule in your Stripe dashboard

Invoice Actions

Resending an Invoice

If a customer didn't receive the email:

1. Click on the invoice
2. Click Resend
3. Invoice email is sent again

Voiding an Invoice

To cancel an unpaid invoice:

1. Click on the invoice
2. Click Void Invoice
3. Confirm the cancellation

Note: You cannot void a paid invoice. Issue a refund instead.

Issuing a Refund

For paid invoices:

1. Click on the invoice
2. Click Refund
3. Enter the refund amount (full or partial)
4. Confirm

Refunds typically process in 5-10 business days.

Linking Invoices to Service Logs

You can associate invoices with specific services:

1. When creating an invoice, click Link Services
2. Select the service logs to include
3. Service details appear on the invoice

This helps customers see exactly what they're paying for.

Customer Payment Experience

When customers receive your invoice:

1. Email arrives with your business name
2. Click to view invoice details
3. Pay securely via Stripe
4. Get receipt automatically emailed

Customers can pay with:

• Credit cards
• Debit cards
• Apple Pay / Google Pay (on mobile)

Invoicing Best Practices

1. Invoice promptly - Send within a week of service
2. Be descriptive - Clear line items reduce questions
3. Set reasonable terms - Net 30 is standard
4. Follow up - Resend if payment is overdue
5. Keep records - All invoices are stored in PoolOps

Stripe Fees

Stripe charges standard processing fees:

• 2.9% + $0.30 per successful transaction
• No monthly fees
• No setup fees

These fees are deducted from each payment before deposit.

Troubleshooting

Customer Says They Didn't Get Invoice

1. Check the email address is correct
2. Ask them to check spam folder
3. Resend the invoice

Payment Failed

Common reasons:

• Card declined (insufficient funds, expired)
• Card flagged for fraud
• Customer's bank blocked it

Customer can try again with a different card.

Stripe Account Restricted

If Stripe restricts your account:

1. Log into your Stripe dashboard
2. Complete any requested verification
3. Contact Stripe support if needed

What's Next?

• Set up your team
• Enable the homeowner portal