Flooring invoicing software that turns the quote into the invoice
The job's done, but the money isn't in yet. BillyBot builds the invoice from the job's quote, puts it into Xero, Sage or QuickBooks when you confirm, and tracks what's paid, part-paid and overdue, so nothing is typed twice and late payers come back to you to chase.
14-day free trial · Fitters always free · Cancel anytime
Where flooring money leaks after the job is done
Rarely bad debt. Usually late invoices, unbilled extras, missed deposits and nobody chasing.
Late, re-typed and easy to get wrong
The fitters finish on Friday and the invoice goes out next week, copied from the quote into a Word template and typed again into Xero, Sage or QuickBooks. The extra door bar never makes it on, the deposit is missed off, and overdue invoices wait for someone to ring round.
Built from the quote, tracked until it's paid
When a job is marked complete, a “Review invoice” task appears, and Send invoice on the jobs board brings up the invoice filled in from the quote. Add extras, press Generate, and it goes into your books under its own number. Unpaid after the due date? It comes back to you to chase.
From accepted quote to money in the bank
One set of figures from quote to payment.
Quote accepted
Accepted online or by email. With card payments connected, the customer can pay the deposit you ask for there and then.
Invoice ready to check
The invoice card fills from the quote. Add extras, remove anything not fitted, pick full or deposit, set reverse charge.
You confirm
Press Generate: it's created in Xero, Sage or QuickBooks, or as a branded PDF. Nothing moves before you say so.
Paid and recorded
Send it from the card. Remittances, card payments and payments you enter mark it part-paid or paid; overdue ones come back to chase.
Invoicing built around flooring jobs
Not a blank template: the money end of the job, joined up with the quote.
Straight from the quote
Lines, customer, billing email, PO number and addresses come from the job, and from the option the customer accepted.
Extras and variations
Add the extra door bar or day's prep on the card, or re-quote so the quote, job figures and invoice match.
Deposits accounted for
Raise a percentage deposit invoice, or take deposits online once card payments are connected. A deposit paid online is applied to the final invoice.
Remittances matched
Remittance advice that lands in your inbox is matched to the right invoice, and the payment recorded when you say so.
Pay-online links, only if you want them
Connect card payments and invoice emails carry a pay-online link. Don't, and no link is sent. Payouts reach your books only when you confirm.
Overdue money in plain sight
Overdue invoices show on the jobs board, land in your tasks to chase, and roll up into aged debt: 1–30, 31–60, 61–90 and 90+ days.
Xero, Sage, QuickBooks, or no accounting software
The same quote-to-paid flow, whichever you use.
Xero
The invoice is created in Xero from the job's quote when you confirm, and payments can be recorded there on your say-so.
Sage
The invoice is created in Sage from the job's quote when you confirm, and payments can be recorded there on your say-so.
QuickBooks
The invoice is created in QuickBooks from the job's quote when you confirm, and payments can be recorded there on your say-so.
No accounting software
Branded PDF invoices with your VAT number, bank details and payment terms. Connected but prefer PDFs? That's a setting.
Each invoice links to its copy in your books, and invoices raised directly in Xero, Sage or QuickBooks can be matched to the job.
Word or spreadsheet invoices vs BillyBot
The same flooring invoice, two very different afternoons.
| Word / spreadsheet + re-keying | BillyBot | |
|---|---|---|
| Raising the invoice | Copy the quote into a template | Filled in from the job's quote |
| Your accounts | Type it again into Xero, Sage or QuickBooks | Created there when you press Generate |
| Extras and variations | Down to memory and site notes | Added on the card, or the job re-quoted |
| Deposits | Look up what was paid and take it off | Deposit invoices; online deposits applied |
| Remittance slips | Matched to invoices by hand | Matched and recorded from your inbox |
| Overdue invoices | Found when someone checks | On the jobs board and in your tasks |
| Reverse charge | Remember the wording every time | Set per invoice; the PDF prints the note |
What a UK flooring invoice should include
From gov.uk guidance, whatever software you use.
Every invoice
- A unique invoice number
- Your business name, address and contact details (limited companies: the full registered name)
- The customer's name and address
- A clear description: rooms, products, m², labour and extras
- The date the work was done (supply date) and the invoice date
- The amounts charged, any VAT, and the total owed
- When payment is due: without an agreed date, 30 days from the customer getting the invoice
If you're VAT registered
- Your VAT registration number
- The time of supply (tax point), plus the issue date if different
- Per line: quantity, unit price, VAT rate and amount excluding VAT
- The total excluding VAT, and the total VAT in sterling
- Needed when your customer is VAT registered too, and normally issued within 30 days of the supply
Reverse charge and CIS work
VAT registered and fitting for a VAT-registered contractor who reports your payments under CIS, and isn't the end user? The domestic reverse charge covers the whole invoice, materials included: show the VAT due, leave it out of the total and say so, for example “Customer to pay the VAT to HMRC”. Homeowners are charged VAT as normal.
HMRC treats carpet fitting on its own as outside CIS, but vinyl, laminate and other floor coverings fitted in a wider construction project are in, as is a contract mixing carpet with other flooring. Contractors deduct 20% (30% if you're unregistered) after VAT, materials you paid for directly and certain other costs, so list materials separately. More in our guide to CIS for flooring contractors.
LVT for a VAT-registered main contractor's refurbishment: £3,000 labour plus £2,000 materials is £5,000. The invoice shows £1,000 VAT under the reverse charge but a total due of £5,000. With 20% CIS on the £3,000 labour, the contractor pays you £4,400 and sends a deduction statement.
Sources: VAT domestic reverse charge technical guide · HMRC CISR14170: floor coverings · CIS: make deductions and pay subcontractors
BillyBot PDFs print the reverse-charge note when you switch it on. If fitting dates differ from the invoice date, add them to the description.
Invoicing software built by a flooring business
BillyBot was built by a flooring business, on 20 years of running one: quoting, buying, fitting, hiring and scaling. It's the same AI operator that runs the office side of your flooring business, from first enquiry to final invoice, with quotes on your own prices and job management for the diary, materials and team.
Simple, transparent pricing
One price per office seat. Your fitters are always free.
Everything included, from invoicing and quoting to email, diary and RAMS, with no feature tiers. Unlimited fitters free. Annual billing saves two months. 14-day free trial. Cancel anytime. Prices exclude VAT.
Flooring invoicing software: FAQ
Yes. Invoices are created in whichever you've connected and numbered by that system, with the PDF kept on the job. With no accounting software, you get branded PDF invoices in their own number sequence.
No. Nothing is created in Xero, Sage or QuickBooks until you press Generate on the invoice card, and nothing goes to your customer until you send it.
Yes, once you connect card payments. Customers can pay the deposit you ask for after accepting a quote online, and invoice emails carry a pay-online link. Otherwise no payment link is sent.
It closes the gaps where days get lost: a “Review invoice” task when a job is marked complete, an invoice filled in from the quote, remittances matched from your inbox, and overdue invoices flagged to chase.
Reverse charge is set per invoice, and BillyBot PDFs print the note. In Xero, Sage or QuickBooks it follows that system's VAT set-up, so check your first one. CIS deduction statements that reach your inbox are logged by tax month.
Any template covering the checklist above does the paperwork. BillyBot goes further: the invoice is built from the job's quote and followed until it's paid. Try it free for 14 days, with fitters always free.
Invoice the job you quoted, without typing it twice
Get time back and protect your margin: Billy prepares the invoice, matches remittances and flags what's overdue. 14-day free trial, fitters always free, cancel anytime.
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