Roadfolio invoicing guide

Most freelancers and contractors lose two weeks a year chasing payment. Roadfolio invoices give you a one-click pay link in the email, automatic reminders, and a real-time paid/unpaid dashboard. This guide gets you sending invoices that get paid faster.

One-time setup

Connect a payment processor

1. Settings > Payments
2. Pick Stripe or Square
3. Sign in (or create an account in 3 minutes)
4. Verify your bank for payouts

Stripe: 2.9% + 30¢ per card. Square: 3.3% + 30¢ for invoices (lower for in-person). Both deposit to your bank in 1-2 days.

Set defaults

1. Settings > Invoicing > Defaults
2. Payment terms (Net 14 recommended)
3. Default footer text (your tax ID, license, thank you note)
4. Late fees (1.5% per month is common; check your contract and state law)
5. Automatic reminders (7, 14, 21 days)

Add your logo

Settings > Business Info > Logo. Square PNG with transparent background looks best.

Sending an invoice

From scratch

1. Invoices > +
2. Pick a client
3. Add line items. Each one has: description, quantity, rate, total. Roadfolio totals automatically.
4. Add tax if applicable (set up tax rates in Settings)
5. Attach files if needed (job photos, signed estimate)
6. Preview. Looks like a real invoice with branding.
7. Send

From a job or timer

If you tracked time on a job, Invoices > New from Job pulls hours, expenses (billable ones), and mileage (if you reimburse) into the invoice automatically. Edit if needed, send.

From a quote (Elite)

If the client accepted a quote, tap Convert to Invoice. Everything carries over. Add deposit-only or full-amount.

Deposits and partial payments

• For new clients or large jobs, take 30-50% upfront. Roadfolio supports deposit-only invoices.
• Progress billing: 25% start, 50% midway, 25% complete. Send three invoices, all linked to one job.
• Recurring: set monthly retainer or maintenance. Set and forget; Roadfolio sends and reconciles each cycle.

Getting paid faster

Send same-day

Don't batch invoicing once a week. Same-day after work is complete = 3x faster pay. RoadBuddy makes this voice-easy.

14-day terms, not 30

If you put "Net 30" people pay day 30. "Net 14" they pay day 14. "Due on receipt" gets paid in 3 days on average.

One-click payment

Your invoice email has a Pay Now button. Customer taps, enters card, you're paid. No "send a check" friction.

Auto-reminders

At 7, 14, 21 days past due. Polite first, firmer later. You don't have to send awkward emails yourself.

Late fees

Put them in your contract, then enable in Roadfolio. People who would never pay actually start paying when they see a fee accrue.

Tracking and reconciling

• Dashboard shows: outstanding, overdue, paid this month, paid this year
• Each invoice has status: draft, sent, viewed, partial, paid
• "Viewed" tells you the client opened it. Useful for follow-up tone.
• Paid invoices auto-mark when the payment processor confirms.
• For cash or check payments, manually mark paid (Invoice > Mark Paid > method).

Templates and customization

• Save line item templates (e.g., "Service call - $95/hr", "Bathroom remodel labor - $4500")
• Create multiple invoice templates per business if you serve different markets
• Customize colors to match your brand (Pro)
• Add custom fields like project number or PO (Elite)

Refunds and credits

• Refund a paid invoice from the invoice screen. Money goes back to the customer's card.
• Issue a credit to apply to a future invoice (good for partial returns or goodwill).
• Always document the reason in notes. Helps later if disputed.

Tax season

• Year end, export all invoices as CSV or PDF (Reports > Annual Income)
• Roadfolio tags each invoice by paid date for accrual vs cash accounting
• 1099 prep: see total received per client (helpful when clients send you 1099s and the amount doesn't match)

Common questions

Can clients pay in installments?

Yes. Send the invoice with installment terms, or use deposit + progress + final pattern.

Can I take Zelle, Venmo, or cash app?

You can mark an invoice paid manually and note the method. For automatic processing, stick with Stripe or Square.

Can I send invoices to international clients?

Yes. Stripe supports 135+ currencies. Set the currency per client.

Recurring monthly invoices?

Yes. Pro plan supports recurring (weekly, monthly, custom). Auto-send and auto-charge if the customer agrees to card-on-file.

5 things to do this week

1. Connect Stripe or Square in Roadfolio.
2. Send your next real invoice through the app instead of by email/Word doc.
3. Turn on automatic reminders.
4. Set 14-day terms.
5. For your next new client, take a 50% deposit upfront.