Smart Invoices
Run the whole business from one place.
A multi-tenant SaaS that takes a service business from quote to job to invoice to paid to reported — invoicing, work orders, inventory, expenses, payments and analytics in a single platform.
The owner's dashboard — every part of the business in one hub
One platform instead of five disconnected tools
Most service businesses run invoicing in one app, jobs on paper, inventory in a spreadsheet, expenses in a shoebox, and accounting somewhere else. Smart Invoices pulls all of it into a single, automated system — and tailors itself to the trade, from contractors and mechanics to freelancers and transport fleets.
Invoicing & Billing
Professional invoices in seconds
Build grouped invoices with labour, parts and tax, send a Stripe pay link, and export a clean PDF. Province-aware GST/HST, estimates that convert to invoices, and a live billing total across every job.
- Grouped line items — labour, materials, services, taxes
- One-click Stripe payment links on every invoice
- Province-aware GST/HST and PDF export
- Estimates convert straight to invoices
Work Orders & Jobs
From job to invoice, tracked
Create work orders, assign them to a mechanic or crew, and track status from pending to done. Field workers complete jobs from a mobile portal — photos, signatures, time — and finished jobs roll straight into an invoice.
- Assign and track jobs through a clear status pipeline
- Mobile mechanic portal — photos, signatures, timers
- Parts logged on the job deduct from inventory
- Completed jobs auto-convert to invoices
Inventory
Stock that keeps itself honest
A full parts catalog with suppliers, categories and locations. Stock moves in and out as you receive and use parts, deducts automatically when added to an invoice, and warns you before you run out.
- Product catalog with suppliers, categories, locations
- Stock in / out / adjust with a full transaction log
- Auto-deduct when parts are added to invoices
- Low-stock alerts and CSV import / export
Expenses
Every cost, captured and categorised
Log expenses against categories, attach receipts, and let receipt OCR read the details for you. Recurring costs post themselves, and a live breakdown shows exactly where the money goes — ready for tax season.
- Categorised expenses with receipt uploads
- Receipt OCR pulls amounts and vendors automatically
- Recurring expenses post on schedule
- Spend-by-category breakdown for tax time
Automation
The busywork runs itself
Recurring invoices and expenses generate on their own schedule, payment reminders chase overdue balances, and receipts fire the moment a payment lands — all on background jobs, no one clicking a button.
- Recurring invoices generated automatically
- Overdue payment reminders sent on a schedule
- Receipts sent the instant a payment clears
- QuickBooks Online sync keeps the books current
Reports & Analytics
Know where the business stands
Aging receivables, revenue by customer, tax summaries, fuel and driver performance — the numbers an owner actually needs, generated from live data and exportable for the accountant.
- Aging report — see overdue receivables by bucket
- Revenue by customer and tax summary by province
- Driver performance, fuel and vehicle utilisation
- Exportable for your accountant
Job details in, a clean invoice out
Built for ~27 service businesses
The platform reshapes itself per occupation — the dashboard, invoice fields and tools a contractor sees differ from a transport fleet or a freelancer, all from one shared system.
Portals for everyone
Owners run the business, field staff work from a mobile portal, and customers get a secure login to view invoices, statements, vehicle history and pay online — each role sees only what it should.
Under the hood
A Django + DRF backend with Celery background jobs powers the automation, Stripe handles payments, and QuickBooks Online keeps the books in sync. Native mobile apps give field teams their own tools.
Build Your Own SaaS or Invoicing Tool
Looking to automate operations? From custom CRM tools to inventory tracking and complex billing engines, we architect scalable software solutions.