Quotes and invoices that close the loop on every job
Build a quote from your catalog, convert to a scheduled visit when the customer accepts, generate the invoice the moment the crew marks complete. One workflow, one record, no spreadsheet in the middle.
The simplest billing workflow that does not skip the part the customer cares about
Most billing problems in service businesses are not billing problems, they are handoff problems. The quote lives in one tool, the schedule lives in another, the invoice lives in QuickBooks, and the customer's payment goes into a fourth place. Every handoff costs five minutes and adds a chance for a missed line item, a forgotten add-on, or a customer who received a different number than the quote said.
Simple Scheduler collapses the four tools into one. The quote starts from the service catalog that already drives the calendar. The accepted quote becomes a scheduled visit with the same line items. The completed visit becomes an invoice with the same line items plus whatever the crew captured on site. The invoice carries a payment link. The payment reconciles against the invoice automatically. No handoffs, no spreadsheet, no surprised customer.
What the billing engine does.
Six capabilities that turn quoting and invoicing into a single closed workflow.
Service-catalog quoting
Quotes start from your published service catalog with prices, durations, and frequencies. Operators stop retyping the same line items twenty times a week.
Free-form line items
Add custom items, parts, and materials with a flexible line editor. The line items flow into the invoice automatically, so quote and invoice stay in sync.
Deposits and partial payments
Require a deposit percentage or fixed amount before a quote is accepted. Track running balances and partial payments against any invoice.
Auto-generated invoices
Invoices generate the moment a crew marks a visit complete. The office does not have to remember; the field finishing is the trigger.
Card and ACH payment
Every invoice carries a one-tap payment link. Stored cards, autopay for recurring customers, and ACH for B2B accounts all run through the same flow.
QuickBooks reconciliation
Two-way sync keeps invoices, payments, and customers reconciled with QuickBooks Online. The bookkeeper closes the month without re-keying anything.
How a quote becomes a paid invoice
The flow is identical for solo operators and multi-crew operations. Build the quote, send it, get the acceptance, schedule the visit, run the visit, collect the payment. What changes is where the human attention sits. For a solo operator, all six stages might happen in one afternoon. For a busy multi-crew shop the quote and the visit might be a week apart, with the dispatcher owning the middle and the bookkeeper owning the end.
The system keeps the line items consistent the whole way through. If the quoted scope was "weekly clean plus oven add-on," the visit on the calendar carries the same scope, the crew app shows the same scope on arrival, and the invoice lists the same scope at completion. The customer sees one number from start to finish.
Online payment, autopay, and reduced AR aging
Every invoice carries a secure payment link. Customers tap once from the email, the customer portal, or a stored card if they are on autopay. AR aging drops from weeks to days when the payment flow is friction-free. Recurring customers on autopay essentially never enter AR at all; their card is charged on completion and the office never has to think about it.
For customers who prefer to pay later, automated late reminders run on a cadence you set: 7 days, 14 days, 30 days. The reminder includes the same payment link, so even a late customer pays in one tap. The bookkeeper's Friday collection call gets shorter every month.
Frequently asked questions.
- Yes. Quotes are first-class records in Simple Scheduler. Build a quote from your service catalog or from a free-form line-item editor, send it to the customer, and convert it to a scheduled visit the moment the customer accepts. The quote-to-job link preserves pricing and scope so nothing has to be retyped.
Send your first quote in under five minutes.
Start a Simple Scheduler workspace, load a service or two, and send a quote that turns into an invoice the moment the crew marks done.