Invoicing

DetailByte generates a branded, itemised invoice straight from the booking itself: the service, vehicle, add-ons and any discount, exactly as they were priced. Generating and sending an invoice is free on every plan; it's the same "signature touch" idea as job packages, applied to the paperwork.

How an invoice is built

An invoice's line items come from the same booking/customer/vehicle/add-on data that job packages already use, so the two can never disagree with each other. Discounts appear as their own visible line rather than being silently subtracted from the total.

VAT

Add your VAT number under Settings → Invoicing for a full VAT invoice with the complete required field set. Leave it blank and DetailByte issues a plain, non-VAT document instead: no VAT number means no implied VAT charge.

Branding and numbering

Set your business details, invoice numbering and an optional accent-colour override under Settings → Invoicing, once. Every invoice generated afterward picks it up automatically.

Where an invoice lives

A generated invoice attaches to the booking's job package the same way a manually uploaded one would, so the existing delivery, portal-download and admin ZIP-download paths all pick it up with no extra step. The customer's own portal keeps it available under Documents for as long as it exists: invoices are a financial record, not a perishable gallery, so they are never subject to the job-package photo retention window.

Quotes

Quotes are a genuinely separate document with their own numbering, so quoting a job never consumes a real, sequential invoice number. Once a customer accepts a quote, Convert to invoice copies its lines into a brand-new invoice created at that point (not backdated to when the quote was written), and the quote itself is then locked.

Additional-work approval

Workers never see pricing on a job, so finding extra work mid-job works as a two-step handoff:

1. A worker flags "Found extra work?" on a job that's in progress, describing what they found, no price attached.
2. An admin prices it and sends it for approval.
3. The customer approves or declines it through their existing portal login on the booking's page, no separate magic link or new account needed.

An approved item adds a real, flagged line to the booking's invoice, creating a draft invoice first if one doesn't exist yet, and the PDF regenerates to match.

Automated reminders

Invoicing plugs into the same automations engine as every other message in DetailByte, rather than running its own separate scheduler. Two triggers ship with default templates, both fully editable afterward exactly like any other automation:

• Invoice issued: fires when an invoice is first generated.
• Invoice overdue: fires once an unpaid invoice passes its due date.

Getting paid

Generating, sending and taking payment on an invoice are all free on every plan: bank-transfer details and a pay-by-link URL need no add-on. Stripe card payments are included free on Finish and Concours, and available on Shine as an early-access add-on: a customer clicks "Pay by card" on their booking page, pays on Stripe's own hosted page, and the invoice marks itself paid the moment Stripe confirms it: no card details ever touch DetailByte. Square is planned but not built yet.

Payment details themselves (bank details, a pay-by-link URL, and Stripe's own keys) are entered directly in your own DetailByte under Settings → Invoicing: nothing payment-related is configured anywhere else.