BuildFlox keeps invoices and payments separate but connected. An invoice records what a customer owes. Each payment is recorded against an invoice, and the remaining balance updates from verified financial activity.
Find and Review Invoices
Open Invoices to review invoices for the current company.
Invoice status and balance are related but different. A sent invoice can be unpaid, partially paid, or paid in full.
Create an Invoice
From Invoices, select New Invoice. Choose the customer and, when applicable, the related project or work order. Add the billable lines and review the dates and terms.
Confirm the customer, amounts, tax treatment, dates, and recipient email before the invoice leaves BuildFlox.
Create Progress Invoices
A work order can be invoiced in stages. Open its Billing section to review the contract total, amount already invoiced, and amount remaining.
If the proposal includes a payment schedule, available billing stages may appear here. Otherwise, enter the permitted progress amount manually. BuildFlox prevents invoicing more than the remaining eligible amount.
Understand Invoice Details
Open an invoice to review its customer, source, line items, total, payment activity, and balance.
Available actions can include editing, sending, downloading, recording a payment, opening a payment link, or deleting an eligible draft invoice.
Actions vary with invoice state, company settings, and your role permissions.
Send an Invoice
From Invoice Details, use the available send action. Confirm the recipient and message before sending. BuildFlox uses the customer’s primary email when it is available.
- Confirm the recipient address
- Review the invoice PDF
- Check the balance and due date
- Add a clear customer message
Add or update the customer’s email information before attempting delivery.
Accept an Online Payment
When your company has online payments configured, an eligible outstanding invoice can provide a customer payment link. The customer reviews the balance in BuildFlox and continues to the connected provider’s secure checkout.
Company administrators can review the connection under Company Settings → Online Payments. If online payments are unavailable, record an externally received payment manually instead.
Replacing or revoking a payment link can make an older customer URL unavailable.
Record a Payment
Open Payments and select Record Payment, or start from an outstanding invoice. Select the invoice and enter the payment information.
Do not manually record an online payment that is still processing or will also be reported by the payment provider.
Review Payment History
Open Payments to review recorded activity. Select a payment for its amount, date, method, reference, associated invoice, and available provider details.
For partial payments, the invoice remains outstanding until its full balance is satisfied.
Understand Refunds
Provider-managed refunds must be initiated through the connected payment provider. After BuildFlox verifies the refund event, the payment and invoice activity can reflect the refunded amount.
It does not collect card details or replace the provider’s refund controls.
View or Send a Customer Statement
Open a customer and select Account statement or View / send statement. Choose the available date range to review invoices, payments, and the resulting balance.
Use the generated statement for a customer-level financial view across eligible projects and invoices.
Permissions and Financial Access
Your company role controls whether you can view or manage financial information.
- View invoices
- Create or edit invoices
- Send financial documents
- Record payments
- View customer statements
- Manage online-payment settings
If you can open a record but cannot perform an action, ask a company administrator to review your role.