Automatically Send Draft Invoices

No. The draft must sit for Send After (Hours In Draft) — 1 to 168 hours — and the work type's Also Require condition must be met. Manual Send To Customer still sends immediately.

No. Settled drafts never auto-send. A draft whose remaining balance is already covered by a payment or contract credit is also skipped. Close it from the invoice with Close as Paid (no email) — see Send an Invoice.

No. Revert To Draft holds the invoice back from every automatic send, so a half-edited draft never goes out by itself. The invoice shows Reverted to draft on the date, it will not be sent automatically, send it when it is ready. Click Send To Customer when you have finished; a Send Draft Invoices campaign leaves it out as well. If the revert returned contract credit, the same notice tells you to apply it again first, because sending does not put it back. Automatic combining leaves a reverted draft alone too. If the visit behind it is completed again and still bills the same, the draft stays as it is, still held; if the visit changed, the draft that replaces it is held as a replacement. If you combine it with another invoice yourself, the combined draft is held the same way and shows Includes an invoice that was reverted to draft on the date.

It bills work from a term that is over. A renewed plan's monthly invoice that carries add-ons or chemicals from the previous term, and every draft made with Create Final Invoice on an ended contract, is held back from every automatic send so that someone reads it first. The invoice shows "This invoice includes work from the previous term — review it, then send it yourself." Click Send To Customer when you have checked it; a Send Draft Invoices campaign leaves it out as well, and a contract that sends its scheduled invoices does not send this one. An invoice of the renewed plan that carries nothing from the previous term is sent as usual.

On a contract billed per visit or when the work is fulfilled, OpsVara works out what the visit bills now and compares it with the draft. When they match — a double tap on Complete, a retried sync from the phone, a re-open where nothing billable changed — the draft stays exactly as it is, with the same invoice number, and nobody is notified. When they differ — you edited the draft's lines or discount, or the visit now has other add-ons or chemicals — the draft is voided and a fresh one is made from the visits that were on that draft plus the visit just completed, with any contract credit moved onto it. Nothing else is added. An earlier visit of the same billing cycle that was never on the draft stays off the fresh one, and so does a One-Off Job marked No charge. The fresh draft is never sent automatically. Two kinds of draft are kept even when they differ, and the office gets one notification per visit saying so. One is a draft with a payment recorded on it. The other is a combined draft, because it also bills other visits; you are told only when the visit bills a line the combined draft does not carry. Open the kept draft and check its lines against the visit. A draft is also kept when every visit of its billing cycle is already on another invoice, because there would be nothing to put on a replacement. A sent or paid invoice is never changed by completing a visit, and a monthly invoice is not rebuilt by a visit. The first draft of a billing cycle is made the way it always was.

Compare it with the draft it replaced, then click Send To Customer. The earlier draft no longer matched what the visit bills, so it was voided and this one was built in its place; the notice gives both totals, the draft's internal note repeats them, and Open INV-… shows the voided draft. Anything you had typed on the earlier draft (a lowered price, a discount, a note, a due date) is not on the new one, so add it again if it still applies. The office gets one notification, "Draft invoice replaced — review it", with both invoice numbers and totals. Until a person sends it, the hourly automatic send, a contract's own scheduled sends, and a Send Draft Invoices campaign all leave it alone.

The same comparison. A draft that already bills what the visit bills is kept and the visit is linked to it, with no notification. A draft that differs — say you discounted it — is replaced by a held draft at what the visit bills, and the notification gives both totals so you can put the discount back. If the draft has a payment on it, such as a prepaid check, it is never replaced; when it differs from the visit the office is told once, "Draft invoice left as it is — it has a payment on it".

Open the contract and create the invoice for that visit there. A draft was being made for the visit when the save was interrupted, so the visit was marked as invoiced with no invoice behind it. Fifteen minutes later, the next time anything on that contract is checked, OpsVara clears the mark and tells the office once, naming the visit. This applies to contracts billed per visit or when the work is fulfilled. If the visit is completed again instead, its draft is made as usual and you are not notified.

The contract may be waiting for a billing check. When the customer signed a different total than the contract stores, its drafts are not sent automatically until someone clicks Totals checked — resume billing on the contract. See After a Quote Is Approved.