Ready for Invoice

A worklist of Trade Pack jobs that have been finished on site and are waiting on the office to approve time and get them invoiced. It's the handoff point between "the job's done" and "the customer's been billed."

Who can use it — Ready for Invoice is part of the Trade Pack add-on and only appears for workspaces that have it enabled. You need the manage work order billing permission to open the page at all — there's no read-only view of it. See Roles & Permissions for how access is set.

Where to find it — Trade Pack → Ready for Invoice in the sidebar.

How to use it

The page is a single table of work orders sitting in Completed or Ready for Invoice status for your workspace, oldest completed job first. Each row shows:

No. — the work order number.
Status — a coloured badge (Completed or Ready for Invoice).
Client — the customer's name.
Job — the work order title.
Labor lines — how many labour entries are logged against the job.
Completed — when it was marked Completed.

You can search by work order number. There's no dollar amount on this list and no grouping by customer — it's a flat queue; invoice figures are entered later when you record the invoice.

From here, each row has two possible actions:

Review — opens the work order's own record (the same page as in Work Orders), where you can see the full job detail and record the invoice.
Approve & mark ready — only shown while the job is still Completed (see below).

Approving labour and moving to Ready for Invoice

Click Approve & mark ready on a Completed job to push it into the billing-ready state in one step. Confirming it:

Approves every stopped labour entry still sitting in Draft or Submitted status.
Approves every material line still in Draft status.
Syncs each approved worker/day of labour into that worker's payroll timesheet, so it flows into the normal pay-run process.
Moves the work order's status to Ready for Invoice.

If a labour entry for that worker's day is already locked inside a finalised pay run, the sync fails and you'll see a "Could not mark ready" notification explaining why — nothing else on the job is changed, so you can sort out the pay run and try again.

Recording the invoice

This page doesn't take the invoice number or amount itself — click Review to open the work order, where a Record invoice action appears once the job is Ready for Invoice (same manage work order billing permission). Enter the Invoice number / reference (required), an optional Invoice link, and the Invoice amount, then confirm to move the job to Invoiced. From there the office can Close it once payment's settled.

Connected pages

Work Orders — the full job record: quoting, dispatch, materials, photos, payments, and the same status lifecycle this page sits inside.
My Jobs — where field workers log the time and materials that show up here once the job's Completed.
Billing — a different kind of billing: your workspace's own Subgrade subscription, not customer invoicing.

Tips & common mistakes

Job missing from the list? Only work orders in Completed or Ready for Invoice status show up — anything still In Progress, or already Invoiced/Closed, won't appear here.
No "Approve & mark ready" button? It's only offered for Completed jobs — once a job is already Ready for Invoice, use Review to go record the invoice instead.
Can't approve and mark ready? A worker/day of labour may already be locked in a finalised pay run — remove it from the pay run first, then retry.
Looking for the invoice amount or number? It's not on this list — open Review and use Record invoice on the work order itself.