All-in-One Billing for Your Service Business

Work faster, bill sooner, and keep cash flowing.

Give techs less paperwork and more wins—your back office will love you for it.

What is Billing in field service management?

Billing is the workflow that turns completed work into clean, accurate money—without extra steps. In field service, that means prices that match the job, approvals in the field, and one-tap payments that hit your account fast. Billing in We Pro tracks labor, parts, taxes, and discounts as the job unfolds. So by the time a tech wraps up, the invoice is right, the customer is set, and your team is already moving to the next call.

Bill smarter

Stop chasing dollars days after the job. With We Pro Billing, invoices build themselves as techs clock time, add parts, and capture approvals on-site. That cuts re-keying and knocks down days sales outstanding by up to 35%. Pricebook rules keep rates consistent, and photo evidence reduces disputes by more than half. Techs can bundle options, apply memberships, and collect by card or ACH in seconds—no math, no guesswork. Less office cleanup means you invoice same day, not “sometime next week,” and cash hits your account sooner.

WePro billing screen showing job charges, invoice totals, and payment status

Coordinate better

Billing ties directly to scheduling and dispatch, so jobs arrive with the right rates, warranties, and contract terms already attached. That creates smooth handoffs between call takers, dispatchers, and the field. Techs see the exact scope and coverage, which slashes callbacks and rework. Planners spot billable versus non-billable tasks at a glance, helping shift crews to revenue work. With approvals logged and change orders tracked, managers get clean cost-to-revenue snapshots per job, per tech, and per route. Less confusion equals tighter schedules and more paid work per day.

Communicate faster

Customers hate surprises. We Pro sends clear estimates up front, live status texts during the job, and a polished invoice before the truck leaves. That clarity boosts on-site payment rates by 20–40% and shrinks invoice disputes. Smart reminders chase balances without nagging your team. If a part adds to the bill, the app shows the price, warranty, and updated total instantly for the customer to accept. The result is fewer “I never approved that” calls, fewer write-offs, and a smoother experience end to end.

Key capabilities

Smart pricebook rules: Auto-apply labor tiers, flat-rate bundles, and membership discounts so every invoice matches your pricing playbook.
On-site approvals: Capture signatures, photos, and change-order details in the field to lock scope and protect margin before billing.
Digital payments: Take card, ACH, tap-to-pay, or card-on-file on the spot to speed cash flow and cut collection cycles.
Time and materials tracking: Pull labor from clock-in/clock-out and parts from inventory picks to build accurate invoices automatically.
Progress and milestone billing: Bill deposits, stages, and retainage for multi-day installs so cash keeps pace with the work.
Tax and surcharge handling: Apply sales tax, environmental fees, fuel surcharges, and locality rules without manual math.
Financing and memberships: Offer financing links and apply plan perks at checkout to lift average ticket and loyalty.
CRM sync: Push invoices, payments, and customer notes to your CRM for clean records and faster follow-up on open balances.
Dispatch-to-bill triggers: Closeout statuses, GPS checkouts, and completion photos trigger invoice creation so nothing sits in limbo.
Error and fraud guards: Flag duplicate charges, mismatched rates, or risky cards to protect revenue and cut chargebacks.

Can techs create and send invoices from the field?

Yes. Techs open the job in the We Pro mobile app and see a prebuilt invoice draft based on the scheduled service, customer plan, and pricebook rules. As they work, they add parts by scanning barcodes or choosing from a favorites list, and labor auto-calculates from their on-site time. If the job changes, a quick change-order screen captures the new scope, price, and a customer signature. Before leaving, they present good-better-best options or the final total on a clean, mobile-friendly screen. With one tap, they accept digital payments card, ACH, or card-on-file and email or text the invoice and receipt. GPS breadcrumbs confirm time on-site and verify location for warranty and billing records. If dispatch automation updates the job status to “Complete,” the system can trigger an invoice send plus a thank-you message. For HVAC, plumbing, electrical, lawn care, and pest control crews, this removes clipboards and guesswork, lifts on-the-spot collection rates, and frees the back office from late-night data entry.

How does Billing handle change orders and materials used on-site?

Change happens in the field: a seized valve, a panel upgrade, an extra zone on a mini-split. We Pro makes it simple and auditable. Techs tap “Add change” to pick the new task from the pricebook or enter a quick custom line if it’s a one-off. The app shows the updated total, taxes, and any impact on warranties or memberships, then captures a signature and photos as proof. For materials, parts usage pulls from inventory bins tied to the technician or truck, so each pick logs to the job and the invoice. If a part is swapped for a different SKU or a premium brand, pricing rules update instantly. GPS breadcrumbs stamp the time and place, which helps resolve “that wasn’t installed” claims. Back at the office, managers see change-order margins and materials cost in the job cost view. In trades like plumbing and electrical, that can reduce missed billables by 10-20%. And because dispatch automation pushes the right pricebook and kit lists to the work order based on the technician skills matrix, techs arrive prepared, which means fewer mid-job surprises.

Will Billing work with my accounting system and CRM?

Yes. We Pro syncs customers, invoices, line items, taxes, and payments with popular accounting platforms, and a two-way CRM sync keeps contacts, memberships, and deal notes aligned. That means sales reps see invoices and balances without calling accounting, and your office doesn’t re-type data. Each invoice carries a clean chart-of-accounts mapping so revenue and taxes land in the right buckets. If your CRM logs estimates, We Pro converts accepted quotes to jobs and builds the initial invoice lines automatically. Any adjustments made on-site flow back so the deal reflects the final scope. Dispatch automation feeds status updates scheduled, en route, on-site, complete so your CRM timeline stays current. GPS breadcrumbs and completion photos link to the invoice record for clean proof-of-work. For multi-location contractors, we support site hierarchies and job numbers by branch, which helps reporting. Result: fewer sync errors, faster month-end close, and one view of the customer across sales, service, and finance.

How does your pricing and flat-rate book sync to quotes and invoices?

Your pricebook is the backbone of clean billing. In We Pro, you can upload or build flat-rate tasks, parts, and labor bundles, with good-better-best options for common repairs and installs. Each task can include standard time, included materials, and warranty details. When a CSR builds a quote, those items pull in with your pricing and any membership perks. If the job is scheduled, dispatch automation sends the right pricebook based on the technician skills matrix, trade, and service zone so techs only see items they’re trained to perform. On-site, techs can upsell to a higher option or add parts; the invoice recalculates on the fly, including taxes and fees. For HVAC, that might be a 1-stage vs. 2-stage system; for plumbing, a standard vs. high-efficiency water heater; for electrical, AFCI/GFCI panel upgrades. The same items and prices follow from quote to job to invoice, which kills re-keying and pricing drift. If you update prices, new jobs use the latest rates while in-progress jobs keep their locked quote clear, fair, and consistent.

Can I take deposits, partials, and offer financing?

Absolutely. For installs and big-ticket projects, you can request a deposit when the quote is accepted. At scheduling, We Pro sends a secure link for the customer to pay via card or ACH, which reserves the slot and covers upfront costs. Milestone billing lets you invoice at delivery, rough-in, and final common in HVAC changeouts, re-pipes, generators, and landscape projects. The app tracks retainage if your contracts call for it. On the payment screen, techs can offer financing through integrated partners; customers apply on their phone and, if approved, you get paid, often the same day. For maintenance plans, recurring invoices drop on schedule with card-on-file no door knocks for a $15 filter change. All digital payments post back to the invoice and your accounting sync, and automated reminders nudge customers on upcoming or overdue milestones. By spreading payments smartly, you lift close rates, reduce cancellations, and keep cash moving without straining customers or your crew.

How does Billing cut fraud and errors?

We Pro bakes in checks that protect your money and your customers. Fraud guards look for mismatched card data, duplicate charges, unusual refunds, and out-of-pattern totals. The app can require manager approval for big discounts, price overrides, or refunds above a threshold. Each line item logs who added it, when, and where GPS breadcrumbs provide location proof, and photos attach to the invoice and job record. Pricebook rules restrict items by technician skills matrix, which helps prevent a junior tech from billing for advanced work without approval. Dispatch automation limits cross-branch access, so techs only see jobs in their region. For errors, the system flags missing signatures, tax conflicts, or a part billed twice. It also checks labor time against on-site presence to catch fat-fingered entries. In industries like pest control or lawn care, where recurring work is frequent, automated checks catch skipped visits before invoicing. All this reduces chargebacks, cuts write-offs, and keeps trust high with both customers and card issuers.

How Billing works with the rest of We Pro

Billing isn’t a sidecar it’s part of the ride. The moment a call hits your board, scheduling loads the right service code, warranty rules, and pricebook items tied to that job type and site. As dispatch automation assigns the best-fit tech based on the technician skills matrix and proximity, Billing readies the draft invoice with default tasks and rates. Live status updates—en route, on-site, complete can trigger messages that set payment expectations: “Estimate on arrival,” “Deposit due today,” “Pay before we roll.” Automated messages send estimates, approvals, and final invoices by text or email, so customers never wonder what’s next.

In the field, the app tracks time, parts, and approvals while GPS breadcrumbs verify where work happened. That stream of data feeds job costing and the invoice at the same time. When the tech wraps up, one tap closes the job, sends the invoice, and collects digital payments. No double entry, no paper chase.

Back at the office, reporting shows revenue by trade, region, tech, and job type in real time. You’ll see average ticket, discounts, tax breakdowns, days sales outstanding, and on-site payment rates plus which pricebook items drive margin. If a change order pushes a project over budget, managers see it right away and can adjust the plan, not two weeks later. CRM sync keeps customer records current, so sales can follow up on open balances or membership renewals without asking accounting. And the accounting sync maps invoices and payments to the right accounts, which speeds close and keeps audits clean. The result: fewer clicks, fewer gaps, and fast, accurate cash.

Real-world wins

HVAC install team cuts DSO and lifts ticket size

A five-truck HVAC shop used to email invoices days after installs. Cash lagged, and techs forgot to add permits and disposal fees. With We Pro Billing, deposits hit when the job was booked, and milestone invoices went out at rough-in and final. On-site payments jumped from 25% to 68%. Flat-rate options let techs present SEER upgrades and IAQ bundles in the home, lifting average ticket by $412 per job. Fraud guards blocked duplicate charges during a busy promo week. End result: DSO down 38%, write-offs down 21%, and two fewer office hours per job.

Plumbing service crew slashes missed billables

A plumbing company found parts and extra labor often went unbilled on drain calls. Techs were rushed; office staff guessed. We Pro’s barcode scan tied every part to the job, and time-on-site pulled into the invoice automatically. Change orders captured that second clean-out and the new P-trap with photos and signatures. GPS breadcrumbs backed time disputes. Automated reminders closed remaining balances without daily phone calls. Within 60 days, missed billables dropped 17%, same-day collections rose 33%, and callbacks fell thanks to clearer scope approvals. The owner saw margin by tech in real time and shifted training to the gaps.

Book a live demo at https://wepro.ai/ or call We Pro to see Billing in action and start getting paid faster.