By DailySite · Boson Technologies Inc. · Written
A useful daily log makes the next invoice easier to explain. Record the work, quantities, and relevant photos while the details are fresh. At billing time, compare those records with the agreed scope and prepare clear invoice line items. The daily report supports the invoice; it does not establish that extra work was approved or that a client has paid.
1. Record what happened under the right project.
Write down the date, work area, work completed, crew, and any materials or equipment relevant to the job. Keep quantities specific: “Installed 220 square feet of engineered flooring in the main living area” is easier to connect to an agreed line item than “flooring work.” Attach photos that show the location and stage of work.
DailySite keeps daily reports and project photos under the job. Team members can contribute to the same company's project records from iPhone or Android.
2. Check the estimate and any approved changes.
Compare the site record with the accepted scope, pricing, and payment arrangement. Distinguish included work from changes and confirm the client's approval before billing an extra. A delivery or a photo in the report does not automatically make an item billable. Keep approvals and supporting files with the project when available.
3. Write invoice lines a client can recognize.
Use the agreed description, quantities, rates, and taxes. Include an invoice number, client details, due date, payment instructions, and a short explanation of what this bill covers. For a progress invoice, explain which stage is being billed so the client can relate it to the work on site.
A worked example: a renovation progress invoice.
The following example is fictional. Amounts and billing arrangements depend on your agreement with the client.
| Daily record | Check before billing | Invoice description |
|---|---|---|
| Kitchen: installed upper and lower cabinetry; progress photos saved. | Agreed installation scope and payment milestone. | Kitchen cabinetry installation — agreed progress stage. |
| Living area: installed 220 square feet of flooring. | Agreed quantity, rate, and materials allowance. | Engineered flooring installation — 220 sq. ft. |
| Client requested a replacement fixture. | Written change approval and agreed price. | Approved fixture replacement — reference the change. |
4. Share the document and keep its status current.
Review the recipient, totals, due date, and payment instructions, then share the invoice PDF with the client. DailySite lets you create estimates and invoices alongside the project's records. Keep a copy of what was sent and the relevant supporting record.
DailySite does not collect client payments. Arrange payment separately, check your bank or payment service, and mark the invoice paid when payment is received. Keep partial payments or other arrangements clear in your own records.
5. Follow up with the right context.
Before sending a reminder, check that the invoice is still outstanding, the recipient is correct, and the client has not already paid or raised a question. Keep the message short and include the invoice number and due date. If you include a progress photo or report, choose only the relevant records and review them for private information.
Hi Alex, a quick follow-up on invoice INV-1002 for the kitchen progress stage. It was due on October 22. Please let me know if you need another copy or have any questions. If you've already paid, thank you — please disregard this reminder.
A short billing handoff checklist.
- The work record identifies the correct project, date, location, and quantities.
- Scope and any additional work have been checked against the agreement.
- Invoice lines, taxes, recipient, due date, and payment instructions are reviewed.
- Sent and paid status are updated as the job progresses.
- Any reminder is checked against payments and client conversations.
See the daily report guide and photo organization checklist for the records that support the billing handoff.