Kickserv

1. Open the Invoice

   In Kickserv, open the specific invoice and confirm it meets the automatic-reminder requirements: the Job must be complete; the invoice must have a balance remaining; the invoice must not be marked "Paid"; and the invoice must have been sent manually at least once.

2. Click Settings → Messaging Templates

   From the main menu go to Settings, then select Messaging Templates (under Customizations) to access message configuration.

3. Click Invoice messaging tab

   Within Messaging Templates, select the Invoice messaging tab and scroll to the Invoice Reminders section.

4. Check box next to Send Automatic Reminders

   In the Invoice Reminders section select the box next to Send Automatic Reminders to enable automated follow-ups for unpaid invoices.

5. Select schedule for reminders

   After enabling automatic reminders, choose your desired frequency/cadence by selecting the appropriate schedule for when messages will be sent based on the original sent date.

6. Edit Subject and Custom Message

   Customize the Subject and Custom Message fields (optional) to set the email copy that will be sent with each automatic reminder.

7. Check Attach PDF copy and Also send a copy by text message

   If desired, select Attach PDF copy to include the invoice PDF and/or select Also send a copy by text message to send the reminder via SMS as well.

8. Click Update invoice email

   Save your changes by selecting the Update invoice email button in the Invoice messaging tab.

1. Click Jobs

   From the left-hand menu click Jobs to open the Jobs area where opportunities, jobs and invoices are grouped.

2. Open the completed job

   In Jobs click the specific Job record for the work you completed (the transcript shows jobs listed such as 'job 7' and clickable job entries).

3. Click Start Job / Stop Job to record time

   If you tracked time in-session, click Start Job when work begins and click Stop Job when work finishes; these actions create the job's time entries shown under the job's Time entry section.

4. Click Mark Completed

   After work is finished and time entries exist, click Mark Completed on the job to mark the job status as complete (the UI provides a Mark Completed option).

5. Click Generate Invoice

   From the completed Job record click Generate Invoice (or select Generate Invoice from the job actions) to create an invoice prefilled with the job details and recorded time entries.

6. Click Add a charge

   If you need to include parts, fees, or adjustments, click Add a charge (or add charges) on the invoice screen to enter line items before sending.

7. Click Collect Signature

   On the invoice screen click Collect Signature to capture a client signature (options include sending for signature or collecting in-person).

8. Click Send Invoice

   Click Send Invoice, enter the email Subject line and message as prompted, then click Send Invoice to email the invoice to the contact on the job.

9. Click Mark Paid

   When payment is received (via your integrated Stripe account or other payment method), open the invoice and click Mark Paid to record payment and update dashboard revenue.

1. Click Opportunities

   Open the main menu and click Opportunities to view your list of quotes/estimates in the Opportunities section.

2. Click View estimate

   Find the opportunity you want to turn into a job and click View estimate to open the quote/estimate details.

3. Click Mark won

   Inside the estimate view click Mark won to accept the sale; Kickserv will automatically add the opportunity into the Jobs section as a new job.

4. Click Jobs

   Open the Jobs section, locate the job that was created by marking the opportunity won, and click to open the job record.

5. Click Generate invoice

   From the opened job record click Generate invoice (or Create invoice) — if the option didn’t appear automatically, use Generate invoice from the job screen to create the invoice populated with job details.

6. Click Add charge

   In the invoice editor click Add charge to add or edit line items, pricing, taxes and terms so the invoice matches the estimate.

7. Click Collect signature

   If you need customer approval or a signature, click Collect signature within the invoice screen to capture the customer signature before sending.

8. Click Send / Enter subject and message

   From the invoice screen click Send, enter the email Subject line and add a message, then click Send invoice to email the invoice to the customer.

9. Click Mark paid

   After receiving payment (online via Stripe or offline), open the invoice and click Mark paid to record the payment in Kickserv.

1. Click Settings

   Open Settings then select Messaging Templates (under Customizations), switch to the Invoice messaging tab and scroll to the Invoice Reminders section.

2. Select the box next to Send Automatic Reminders

   In the Invoice Reminders section, select the box next to Send Automatic Reminders and then choose your desired frequency by selecting the appropriate schedule option.

3. Edit Subject and Custom Message

   Customize the Subject and Custom Message fields (optional) to tailor the reminder content that customers will receive.

4. Select Attach PDF copy / Also send a copy by text message

   If desired, select the box next to Attach PDF copy and/or select Also send a copy by text message to include an invoice PDF or SMS copy with reminders.

5. Click Update invoice email

   Select the Update invoice email button to save your automatic reminder settings.

6. Mark Job as complete

   When you finish a cleaning job, mark the Job as complete; a pop-up will appear asking if you'd like to generate an invoice—select the Generate the invoice button to create it immediately.

7. Click Generate Invoice (Job header)

   Alternatively, open the Job and click the Generate Invoice button located in the Job header to generate an invoice at any time.

8. Edit invoice (document view, charge items)

   After generating the invoice you'll be taken inside the invoice where you can change the document view for the customer, adjust charge items, add a payment, update notes and terms, and request a signature.

9. Click Preview

   Before sending the invoice, select the Preview button to see exactly what the customer will see.

1. Click Customers

   In the Kickserv sidebar or main menu, click Customers, then select the desired customer record to open its details.

2. Go to Overview tab

   Within the selected customer record, click the Overview tab and locate the Customer Center section to review customer-facing settings and service locations.

3. Select the Upload CSV file button

   When importing multiple contacts, follow the onscreen import steps and, when prompted, select the Upload CSV file button to upload a formatted contact list into Kickserv.

4. Select Gmail as the source

   To import Google contacts, choose Gmail as the source during the import flow so Kickserv will pull contact details from your Google account.

5. Select the Connect to Gmail button

   When prompted, select the Connect to Gmail button to authorize and sync your Google contacts into Kickserv.

6. Select Company/Location button

   To add a service location for a customer, select the Company/Location button, enter a unique Company name (watch for the green checkmark), check the This is a service location box, type the parent customer name, input the address (confirm the red pin appears), and then click the Save Contact button.

7. Click one-button account sync

   On the QuickBooks integration page use the Kickserv QuickBooks integration to sync your data: click the one-button account sync to import contacts, items, invoices, and payments, or sync invoices individually or in batches; QuickBooks Desktop users can schedule automatic sync times.

1. Click Customers

   In the Kickserv sidebar, click Customers, select the desired customer, and open the Overview tab to view customer details and the Customer Center section.

2. Click Upload CSV file

   From the Customers area follow the onscreen import steps and when prompted select the Upload CSV file button to bulk import contacts via CSV.

3. Select Gmail as the source

   To import Google contacts, select Gmail as the source when prompted during an import.

4. Click Connect to Gmail

   Select the Connect to Gmail button to sync your Google contacts with Kickserv and authorize access to import contacts.

5. Click Company/Location

   To add or manage multiple addresses for a customer, select the Company/Location button, enter a Company name for the service location, and type the name of the main customer (parent) record.

6. Check This is a service location and click Save Contact

   Make sure the This is a service location box is checked, input the service address, confirm the red pin appears on the map, then select the Save Contact button to save the service location.

7. Open QuickBooks Integration

   Go to the QuickBooks Integration area (QuickBooks Integration / Set Up) in Kickserv to begin configuring the accounting sync.

8. Click the button to sync your entire account

   Use the one-button option in the QuickBooks Integration to sync your entire account; Kickserv will import contacts, items, invoices, and payments into QuickBooks.

9. Select sync invoices one at a time or in batches

   Choose to sync invoices individually or in batches from the QuickBooks Integration; note that every invoice created in Kickserv will be synced into QuickBooks and that changes made in QuickBooks will overwrite Kickserv data.

10. Click Schedule times to sync automatically

    If you use QuickBooks Desktop, use the schedule option in the QuickBooks Integration to schedule times to sync automatically.

1. Click Jobs page

   Open Kickserv and navigate to the redesigned Jobs page to use the central hub for scheduling and client records (the interface shows Opportunities, Jobs, and Invoices at the top).

2. View customer's contact information

   On the left side of the Jobs page, locate the customer's contact information and special instructions so you can confirm the client record before scheduling recurring work.

3. Add a customer-facing or internal note

   Click the note area on the Jobs page to add a customer-facing or internal note (use this to record cleaning preferences, access instructions, or account-specific details).

4. Upload photo or attachment to job

   If needed, use the job attachments area to upload photos or receipts so the job record contains before/after images and any documentation related to the cleaning appointment.

5. Click Customize button

   Click the customize button on the Jobs page to add, remove, or rearrange widgets so the left and right panels show the contact fields, map view, tags, and messaging tabs you need for client records.

6. Click Recurring Job button on Schedule widget

   In the Schedule widget, click the Recurring Job button to turn the job into a recurring event when you have a job that will run on a repeating timeline.

7. Use preset or customize time frame

   When prompted, choose a preset recurrence or customize the time frame to best fit the cleaning cadence (the UI lets you select or customize the repeat interval).

8. Define frequency and assign team members

   Specify the recurrence frequency and assign team members to the recurring job so Kickserv creates each occurrence with the correct staff assignment.

9. Review scheduled estimates, jobs, and reminders

   Open the scheduling overview to view all your scheduled estimates, jobs, and reminders at a glance; use this view to confirm the recurring appointments were created.

10. Edit or delete events and send out customer notifications

    If needed, edit or delete individual events from the schedule and use the send customer notifications control to notify clients about upcoming or changed appointments.

1. Click job

   From the left-hand menu click job to open the Jobs area (the section lists Opportunity, Job, and Invoices).

2. Click add job

   Click add job to start a new job, then choose the Service field; if the needed service is missing click add a service.

3. Click create new service

   Type the service name (for example, Plumbing), add an optional description or scope of work, then click create new service to add it to the job.

4. Click add a contact

   In the job contact field start typing the customer name and if not found click add a contact, fill phone, email and address, then click save contact.

5. Click create a job

   After selecting service and contact, click create a job to save the job record and open the job detail view.

6. Click start job

   Inside the job view click start job to begin time tracking; when work finishes click stop job so the time entry is recorded under the job (Time entry).

7. Click mark completed

   After all time entries and work are finished click mark completed on the job to set its final status and enable invoicing options.

8. Click generate invoice

   From the completed job click generate invoice (or choose Generate invoice from the Invoices area) — the invoice will populate with the job and contact details; add any charges or adjustments as needed.

9. Click collect signature / send invoice

   Click collect signature to capture a signature or click send, enter the invoice subject and message, then click send invoice to email the bill to the customer.

10. Click mark paid

    When payment is received (via your integrated Stripe account or externally), open the invoice and click mark paid to update the invoice status and dashboard revenue.

Kickserv is field service software that helps businesses manage customers, schedule jobs, send estimates and invoices, and collect payments.

Yes. Kickserv provides job scheduling and a Planner to help dispatch and organize work for field teams.

Yes. Kickserv lets you send invoices by text or email, track when customers view them, and collect payments online via credit card, Apple Pay or Google Pay.

Yes. Kickserv offers a mobile app so technicians can manage job schedules, track time and capture signatures and photos on site.