Client Invoicing

Bill your clients directly from EquineOps. Build invoices from the expenses you’ve already tracked, add your own line items for training and board, and get paid online or record payments by hand.

Overview

EquineOps invoicing helps you:

Build invoices from billable expenses — expenses you’ve assigned to a client are ready to invoice, no re-typing
Add unlimited custom line items for training fees, board, show splits, and anything else
Email clients a professional, branded invoice with a View Invoice link — no login needed for them to see and pay it
Collect online card payments with Stripe (optional), or track checks, cash, and bank transfers manually
Send payment reminders for outstanding invoices, and optionally notify clients by text message
Let clients with portal accounts see all their invoices under Invoices in the portal
Mirror every invoice and payment to QuickBooks automatically

Invoicing is available to admins and managers. Other staff roles can view invoices but can’t create, send, or modify them.

How It Fits Together

Track expenses as you go. When you record an expense and assign it to a client, it becomes a billable expense — see Recording Expenses.
Build the invoice. Pick the client, check off their unbilled expenses, and add any extra line items. Each expense can only ever appear on one invoice, so nothing gets billed twice.
Send it. EquineOps emails the invoice to your client. If you’ve connected Stripe, the email includes a Pay Now button.
Get paid. Online payments are recorded automatically; offline payments take a few seconds to log. Either way, the invoice status updates and everything flows to QuickBooks.

Common Tasks

Creating & Editing Invoices - Build invoices from billable expenses and custom line items
Sending Invoices & Payments - Email invoices, collect online payments, and record offline payments
QuickBooks Mirroring - Keep your books in sync automatically

Invoice Statuses

Status	Meaning
Draft	Being built — fully editable, not visible to the client
Sent	Emailed (or marked sent) — awaiting payment
Viewed	The client has opened the invoice
Partial	Some payment received, balance still due
Paid	Paid in full
Overdue	Past its due date without payment — flipped automatically each day
Void	Cancelled — its expenses are released so they can be invoiced again

Best Practices

Assign clients to expenses as you record them. That’s what makes them show up in the invoice builder later.
Invoice on a regular schedule (e.g., monthly). The builder shows everything unbilled for the client, so nothing slips through.
Use internal notes for anything you want to remember about the invoice that the client shouldn’t see — they never appear on the client’s copy.
Void instead of deleting. Voiding keeps a clean record and releases the linked expenses to be re-invoiced.

Need Help?

Questions about invoicing? Contact our support team.