Invoices bill a customer directly, without a quote first — useful for walk-ins, add-on work, or anything you didn't quote in advance. Here's how to build one and get it to the customer.
Start a new invoice
Go to Invoices in the main nav, then click New Invoice (top right of the list). That opens the invoice builder, subtitled "Bill a customer directly (without a quote)."
Customer & Vehicle
The first card, Customer & Vehicle ("Who is this invoice for?"), has two pickers: Customer * (required) and Vehicle (optional). If the customer doesn't have a source on file yet, an optional prompt appears asking how they heard about you — it's there to help your marketing reports and never blocks the invoice.
Below the pickers: - Tax Rate (%) — pre-fills from your shop's default tax rate, editable per invoice. - Due Date — pre-fills 15 days out; change or clear it if you bill on different terms.
Line Items
The Line Items card ("Services, parts, labor, fees") is where the invoice takes shape. Three ways to add lines:
- Quick-add buttons — one per item in your service catalog (each shows its price on hover), plus dedicated Add window tint, Custom / Oversized (buses, RVs, limos), and Add PPF buttons that open their own pickers and drop in pre-priced lines.
- Try AI quote suggest — appears only while the line-item list is still empty. Describe the job in plain English (the placeholder example is "Full 7 ceramic on a 2024 Tesla Model Y plus windshield strip") and click Generate line items to have it draft structured lines you can edit afterward.
- Add Line Item — adds a blank row to fill in by hand.
Each row has a Kind dropdown — SERVICE, FILM, PART, LABOR, FEE, DISCOUNT, or SUBCONTRACT — a required Label* (e.g. "Ceramic tint — front 2"), Qty, Unit Price, Discount, an optional description field, and a Taxable / Tax-exempt toggle per line (with a note confirming whether sales tax will apply to that line). Delete a row with the trash icon; it's disabled if it's the only row left.
Notes and totals
The Notes card holds Customer-Visible Notes (printed on the invoice) and Internal Notes (never shown to the customer). The Totals card shows Subtotal, Tax, and Total Due, recalculating live as you edit line items or the tax rate.
Save it
At the bottom of the Totals card you have three buttons: - Cancel — discards the draft and returns to the invoice list. - Create & collect — creates the invoice and drops you straight into the Collect Payment dialog, for a customer paying on the spot. - Create Invoice — creates the invoice and takes you to its detail page (shows "Creating..." while it saves).
A new invoice starts out Not sent.
Sending it to the customer
From the invoice's detail page, click the More actions (•••) button and choose Mark as Sent if you're texting or emailing the invoice yourself outside the app — this just flips the status so your team can see the customer already has it.
To actually deliver a pay link from inside SalesThumb, click Collect Payment and pick Send link from the method row (the other options there are Pay here for a QR code, Charge card for a keyed-in card, Terminal for a card-present device, and Record for cash/check/ACH taken outside the app). On the Send link screen, toggle Text message and/or Email, confirm or edit the number/address, add an optional note, and click Send pay link. SalesThumb confirms delivery with "Text sent" / "Email sent" once each channel goes out.
Prefer to hand over a document instead of a link? Click Share → Download PDF on the invoice detail page for a printable copy.
Need help? Reach out to info@roffik.com.