Zero-charge (CA$0.00) invoices

What this does

Records work you did for free (a warranty visit, goodwill, free hours) as a proper invoice, so it’s in the customer’s history, without asking them to pay anything.

Before you start

Create a work order with the work on it at CA$0.00 (for example a Custom charge labelled “Warranty visit” with a price of 0), then convert it to an invoice. See Add lines to a work order.

Steps

1. On the customer’s Invoices tab, click Send to Customer on the CA$0.00 invoice. An invoice whose lines have no price at all (for example a time line with no rate and no unit amount) counts as CA$0.00 too, so you always see this box before a free invoice goes out.
2. A different box opens: “Invoice WO-… is for CA$0.00”, explaining that nothing will be charged and no payment link is sent.
3. Choose Why is this invoice $0? (required): Promotional / discount campaign, Free hours provided, Warranty or rework, no charge, Goodwill / customer relations, Covered by another invoice or contract or Other. This is for your records only and is never shown to the customer.
4. Optional: add an Internal note (for example “2 hrs goodwill after the outage”).
5. Leave Mark this invoice as paid ticked to close the invoice at $0 and send the customer a receipt. The customer gets only the receipt, so it lists the work from the invoice (each line, with its date and hours when you entered them) above No charge. If you untick it, the invoice stays open and the customer gets the invoice itself, with no Pay button, and the button below reads Send invoice.
6. Check Send to, then click Settle & send receipt. The receipt is dated today in your business’s time zone.

What happens next

The invoice moves to Paid with the label Paid: No charge.

If you sent it without marking it paid, it waits under Sent to Customer. To close it later, click Settle at $0 on the invoice: the same box opens, with Mark this invoice as paid ticked.

Related articles

• Send an invoice
• Convert a work order to an invoice