This Q&A section covers all questions addressed in our live masterclass session focused on invoicing in Tradify from August 2025.
Invoice Templates & Customisation
Q: How do you change or alter template invoices?
A: You can customise your invoice templates in Settings under Document Themes. This allows you to create multiple templates with different terms and conditions, as well as line item customization to suit your needs. When creating an invoice, you can switch between templates using the Document Theme dropdown at the top of the invoice.
📖 Learn more: How To Use Document Themes for Invoices | Using Document Themes For Invoices
🎬 Watch how: Document Themes on Web | Document Themes on Mobile
Q: Can I use my existing invoice template with Tradify?
A: Tradify offers its own templates under Document Themes in Settings. We can help you customise it to closely match your current template design and formatting.
📖 Learn more: How To Use Document Themes for Invoices
Q: Are you able to add a page break into the terms section on invoices?
A: Currently, page breaks aren't available in the terms section, which is why we recommend adding terms and conditions as a link or a separate attachment if you want them to be nicely formatted on a separate page.
📖 Learn more: Automatically Adding Terms & Conditions and Payment Information to Documents
🎬 Watch how: Adding Payment Details to Invoices on Web | Adding Payment Details to Invoices on Mobile
Credit Card Payments & Fees
Q: Is there additional cost for credit card payments?
A: Payment fees vary by country. For example, in the UK: 1.7% + £0.20 for standard cards, or 2.1% of the invoice total + £0.20 for premium cards. You have two options for handling these fees:
- Pass the fees on to your customers as a surcharge
- Absorb the credit card fee yourself (customers see no mention of fees)
Note: In the UK, surcharges are permitted for business-to-business transactions but prohibited for business-to-consumer transactions.
📖 Learn more: Tradify Credit Card Payments Overview (UK) | Using Credit Card Payments in Tradify
🎬 Watch how: Taking Online Credit Card Payments
Q: How do I set up credit card payments for on-site collection?
A: You'll need to have credit card payments set up in Settings first. Then you can activate credit card payments directly on invoices by opening an invoice, scrolling down to Payment Options, and toggling on "Accept Credit Card Payments." On the mobile app, when viewing an invoice, scroll down to the payment section and select "Take onsite payment" to enter customer credit card details securely.
📖 Learn more: How To Take Onsite Payments With Tradify Mobile |Tradify Credit Card Payments Overview
🎬 Watch how: Taking Onsite Payments
Q: Will customers be notified about credit card fees?
A: Yes, the option to pay via credit card will be visible to the customer at the top of the invoice, and it will clearly show them the surcharge amount if you've chosen to pass fees on to customers.
Q: Do I get notifications when invoices are paid via credit card?
A: There is an audit log in each invoice that shows when and how a payment was made. You can check this to see payment details and timing. You can also set up email notifications to receive alerts when payments are received.
Invoice Creation & Management
Q: How do I create an invoice directly from a job with varying costs?
A: You can create an invoice directly within a job folder. Click on "Invoice" in the job folder, then select "New Invoice" > "Miscellaneous Invoice." From there, you can manually enter your line items with different costs each time.
📖 Learn more: Fill out Invoice Details | How To Create a Time & Materials Invoice
🎬 Watch how: Creating Invoices from Job Tasks
Q: Can I invoice multiple jobs on one invoice?
A: Yes, you can combine multiple jobs on a single invoice using the bulk invoicing feature.
🎬 Watch how: Billing Runs in Tradify
Q: How do I add multiple items to a job quickly?
A: The quickest way to add items to a job is by pulling the items across from an existing quote or bill rather than entering them manually.
Q: Can I send invoices as PDF attachments?
A: Yes, you can send invoices as PDF attachments by editing the customer's delivery preferences in their profile in Tradify.
Q: Why don't my timesheet hours appear on my invoice?
A: In Settings under Invoice, ensure that "Generate invoice using job appointments instead of timesheets" is disabled. Also check that your recorded times are linked to a job number.
📖 Learn more: Timesheet Entries on Tradify Mobile | Add a Timesheet Entry to a Job on Tradify Mobile
🎬 Watch how: Timesheet Entries on the Mobile App
Integrations & Sync
Q: Can Tradify integrate with Dext for importing costs to job invoices?
A: Unfortunately, we currently don't integrate with Dext.
Q: Can I sync Tradify calendar with Outlook calendar?
A: Currently, we only have a one-way sync with Google Calendar. Outlook calendar integration is not available at this time.
Q: Is there a two-way connection available with Sage?
A: Unfortunately, with Sage there is currently only a one-way sync available.
Q: Can I transfer invoices to Xero?
A: Yes, if you use Xero for accounting, saving the invoice for the first time in Tradify will automatically send it through to Xero.
Q: I get random errors where invoices won't send to Xero. Why does this happen?
A: This can happen for various technical reasons. We recommend contacting support for troubleshooting when this occurs, as it requires individual investigation.
📖 Learn more: Understanding QuickBooks Online Error Messages in Tradify | Xero Error: Invoice not of valid status for modification
Mobile & Tablet Usage
Q: Does Tradify look the same on tablets as on computers or phones?
A: Tradify will use the same interface as the phone when used on a tablet, but it will have a slightly different look on certain pages since there's more screen space, such as your jobs list. You can also open the web app from the browser on your tablet for a desktop-like experience.
📖 Learn more: Guide to Using the Tradify Mobile app to manage my Schedule, Time tracking, Job, Quotes and Invoices
Q: Will there be separate training for mobile usage?
A: Yes, we provide separate training sessions specifically for mobile usage to help users navigate the mobile interface effectively.
AI Features & Future Development
Q: When will the AI bill function be available for quotations so wholesaler quotes can be imported?
A: This is valuable feedback that we've passed on to our development team. We don't have a specific timeline yet, but it's being considered for future updates.
Q: Can I import a full price list from my wholesaler automatically with AI?
A: Currently, you need to manually reimport price lists, but this will update existing prices automatically. The system doesn't automatically import new items with AI yet.
Tasks & Staff Communication
Q: How do I use tasks to inform other staff members?
A: Tasks are used to assign specific work to staff members. You can book a staff member for a job in the scheduler for a specific task. When you schedule a staff member for an appointment, you can specify that the visit is for a particular task, and they'll receive an email notification about the appointment and assigned task.
📖 Learn more: Creating Job Tasks | Using Job Tasks on Tradify Mobile | Assigning Staff to Jobs
🎬 Watch how: Adding Job Tasks on Web | Adding Jobs Tasks on Mobile
Q: How do I get push notifications when tasks are completed?
A: We recommend using job statuses as a way of communicating job handovers. You can also notify other staff members when adding notes to jobs. If task completion notifications aren't working, check that email notifications are turned on for all staff in Settings.
📖 Learn more: Tradify Job Statuses | Creating New Staff Member Users in Tradify
Job Reports & Financial Tracking
Q: Can I print a job report showing all job costs, labor, and financial items?
A: This is a great suggestion that we've passed to our product team. Currently, the job report function shows materials lists but not costs or sell rates. Having dollar values displayed on Job Service Reports would indeed be handy.
Q: Can I get a total figure of all 'to invoice' jobs to see what's yet to be billed?
A: This is excellent feedback that we've passed to our product team. Currently, you can run Job Financial Reports across individual jobs to see this information, but a consolidated view would be valuable.
Pricing & Discounts
Q: Can I change markup percentages on individual items in kits?
A: You can't change markup percentages on the kit itself, but you can import your price list items with markups pre-applied to accommodate different percentages. You can also change sell prices on individual line items in quotes.
📖 Learn more: Adding Your Labour Rates on Tradify
Q: How do I add discounts to invoices?
A: You can add discounts to individual line items - there's a column where you can enter discount amounts. However, you cannot add a percentage discount to the total invoice amount.
Q: Is there per-meter pricing for items like cable and conduits?
A: Yes, you can set up per-meter pricing for materials like cables and conduits in your price lists.
Statements & Communication
Q: Can I send customer statements?
A: Unfortunately, you currently cannot send out customer statements from Tradify.
Q: Can I add a Google review request to invoice emails?
A: Yes, you can add a link to your Google review in your invoice email template. This means that whenever you send an invoice, the review link will automatically appear in the default email message.
🎬 Watch how: Adding Links to Email Templates | Adding Images to Email Templates & Document Themes
Q: Can I send custom text messages?
A: You can send custom texts via the mobile app by clicking on the 'message' button from inside the app. Automated customized text reminders are currently being considered internally, but we don't have anything concrete to announce yet.
Photo & File Attachments
Q: Can you expand the size limit for photos attached to invoices?
A: The current limit is 20MB per note. You can work around this by submitting several notes with photos attached. If you're regularly hitting the 20MB limit for individual photos, please contact support for assistance.
Q: How do I send multiple photos to customers when the total size exceeds 20MB?
A: You can split large photo collections across multiple notes, with each note staying under the 20MB limit. For extensive photo sharing, consider using alternative methods or contact support for guidance.
Purchase Orders & Job Costing
Q: Why don't purchase orders always transfer to job costings?
A: This can happen for various reasons and may require individual troubleshooting. If purchase orders transferred to bills aren't appearing in job costings, or if goods appear twice on jobs, please contact support for detailed assistance.
Certificates & Documentation
Q: How are the certificate features in Tradify?
A: We acknowledge that the certificate functionality has room for improvement, and our team is currently working on enhancements to make this feature more robust and user-friendly.
🎬 Watch how: Creating a Certificate on the Mobile App
Recurring Jobs & Bulk Billing
Q: What's the best way to invoice recurring work done every 6 months across 12 sites?
A: You have two main options:
- Set up recurring jobs and then set up recurring invoicing at the bottom
- Use bulk invoicing after all work has been completed at the end of the week
Both approaches work well - choose based on whether you prefer automated recurring billing or manual bulk processing after completion.
📖 Learn more: Create Recurring Jobs | Create a Recurring Invoice on Tradify Web
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