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Runcina

Invoicing guide

Turn a mowing visit into a clear invoice.

Check the work and amount, share the invoice with your customer, then record what has been paid. Follow the steps using a fictional visit in the real Runcina app.

Review the example invoiceRecord a payment

Product guide · Updated

Set up the details your customer needs

Use an owner or administrator account to manage invoices. Check your business name, contact details, country, currency, tax settings and payment instructions before issuing the first one. You need internet to create invoices and payment links.

In Settings > Invoice Settings, choose how completed jobs create invoices: Generate and prompt to send, Generate and save only or Manual invoice only. A prompt to send still needs you to review and share the invoice.

You can create invoices and record received payments without connecting Stripe or Xero. Online payment links require the business owner's Stripe setup; Xero export needs a separate connection. Follow the payments and accounting setup guide when you need either.

Check the draft against the completed visit

  • Confirm the customer, service address and completed work.
  • Review each item, quantity, price, applicable tax and total.
  • Check the invoice number, issue date, due date and payment instructions.
  • Check whether an invoice already exists for the visit before creating another.
Draft invoice DEMO-101 for mowing and edging at Banksia House, total AUD 75, paid zero and balance AUD 75.
Real desktop app with fictional Australian records. This AUD 75 draft has no payment recorded. Its amounts and tax setting illustrate the demo only. View full size.

The example invoice is for the same visit shown in the quote-to-invoice walkthrough. A completed job and a paid invoice are separate records: finishing the mowing does not mean the customer has paid.

Share the invoice, then check its status

Open the invoice and use Share/PDF to prepare a copy for your customer. On the web, use the browser's print options to save a PDF where available. On supported mobile devices, choose a destination from the sharing menu. Check the recipient and attachment when sending the copy to your customer.

“Mark sent” records a status. It does not send an email or confirm delivery. Use it after you have sent the invoice. Opening an email draft or sharing menu is not proof that your customer received it.

If you need to follow up an unpaid invoice, check its balance and previous messages first. Manual email reminders are available; automatic reminders and pay-per-use SMS are coming after launch. See reminder setup and requirements.

Record what the customer actually paid

  1. Confirm receipt. For cash or a bank transfer, check the amount received before recording the payment.
  2. Record the payment against the right invoice. Check the amount and payment details, then review the remaining balance. A partial payment leaves an amount outstanding.
  3. For an online payment, check the result. After Stripe setup, you can create and share an invoice payment link. Wait for the confirmed payment to appear before treating the invoice as paid.

A payment link, sent reminder or Xero export does not itself mark an invoice paid. If a confirmed online payment is missing, check its provider status and contact support with the invoice reference before recording it again.

Use Send to Xero only after connecting the correct organisation. The export creates a draft for review; read the Xero workflow and limits before relying on it for your accounting.

Start with one visit and one invoice

Review your business settings, add a first visit and check its invoice before sharing. The first-visit guide walks through setup.

Start freeCompare plans

For the earlier steps, read planning a recurring mowing round and handing work between the office and crew.