Turn finished jobs into invoices the same day

Completed work orders become invoices in one click — hours, materials and agreements already filled in. No retyping, no delays.

With Invoicing in OutSmart you convert completed work orders directly into invoices. All registered hours, materials and agreements are automatically included so you never have to retype data. This saves time, prevents errors and ensures much faster administration.

Over 20.000 happy daily users

Field Service Billing Software: Stop Losing Revenue Between the Job and the Invoice

The gap between completing a job and sending an invoice is where field service companies lose money. Technicians forget to note a material, hours get rounded down, the invoice goes out three days late — and the customer has already moved on. Field service billing software closes that gap by connecting what happens on-site directly to the invoice.

Without OutSmart

Technician fills in a paper form on site
Form gets handed in — sometimes days later
Admin re-enters hours and materials manually
Missed items are never billed
Invoice goes out days after job completion
No visibility into unbilled work orders

With OutSmart

Technician logs hours and materials in the app
Work order closes with digital customer signature
Back office sees it immediately — same day
All items automatically on the invoice draft
Invoice sent the same day the job is done
Dashboard shows all open and unbilled work orders

Accounting integrations included: OutSmart connects directly to your accounting package — no double entry, no export files.

Exact Online AFAS Lexoffice sevDesk Billomat SAP Business One Uniconta Mollie payments

OutSmart billing is included in all plans from €168/year. No setup costs, no per-invoice fees.

Benchmark: from completed work order to invoice

Companies invoicing from OutSmart do so a median of 4.1 days after completing the work order. The administrative tail is longer: it takes a median of 39 days before a work order is finally settled and archived, and a quarter of companies take more than 218 days.

4.1 days

from work order to invoice

median, 877 companies

4.6 days

until administratively processed

median, 1,850 companies

39 days

until finally archived

median; a quarter over 218 days

28 days

from quote to invoice

without an intermediate work order

Source: aggregated usage data from 2,210 OutSmart customer environments, reference date 4 June 2026. All values are medians across companies unless stated otherwise. See the full Field Service Benchmark 2026.

Manual billing vs. OutSmart Billing

Step	Without OutSmart	With OutSmart
Gathering job data	❌ Wait for paper forms, call technicians for hours	✅ All data captured live in the field app — nothing to chase
Creating invoice	❌ Manual entry into accounting software or Word	✅ One click — invoice generated automatically from job data
Sending to client	❌ Email attachment or post	✅ Digital invoice sent instantly by email
Payment tracking	❌ Spreadsheet or memory	✅ Automatic payment status and aging dashboard
Accounting sync	❌ Manual export, import, or re-typing	✅ Direct sync with Exact, AFAS, SnelStart, or Moneybird
Days to invoice	❌ Average 7–14 days after job completion	✅ Same day — or even while the technician is still on-site

Seamless from work order to invoice

You can also bundle multiple work orders into one invoice and send invoices directly by email to the customer. If you link OutSmart to your accounting package (such as Exact), invoices are automatically booked. This keeps you overview and prevents double work while serving your customers faster and more professionally.

Invoicing seamlessly connects to your work process: from work order to invoice and from invoice to payment. With options such as automatic reminders and integration with payment providers like Mollie, you ensure that invoices are paid faster and your cash flow remains healthy.

Practical example

A maintenance company invoices all executed service visits monthly. With one click they bundle multiple work orders per customer into a collective invoice and send it by email. Thanks to the link with Exact the invoices are immediately in the accounting and outstanding items are always visible.

Benefits

Directly invoice from completed work orders
Automatic inclusion of hours and materials
Possibility of collective invoices
Link with accounting packages for extra convenience
Option for automatic reminders and online payments

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

Frequently asked questions about OutSmart Billing

The faster a job is closed out and invoiced, the faster you get paid. In OutSmart, hours, materials, and signature are ready to invoice the moment a technician closes the job — many customers send the invoice the same day. Combine that with automatic payment reminders for overdue invoices, and outstanding receivables stay under control without you having to chase payments manually.

Field service billing software generates invoices automatically from completed job data — hours, materials, and travel — without manual re-entry. OutSmart Billing lets companies send invoices the same day a job closes, cutting average payment cycles significantly compared to paper-based processes.

Immediately — as soon as the technician closes the job on the app, all data is ready to invoice. Many OutSmart customers send invoices the same day the job is completed — some while the technician is still at the client site.

OutSmart integrates directly with Exact Online, AFAS, SnelStart, and Moneybird. Invoices sync automatically — no manual export, import, or duplicate entry required on either side.

Yes. OutSmart supports multiple rate cards including standard rates, overtime, weekend surcharges, and travel allowances. These apply automatically based on technician role and job configuration — no manual calculation needed.

Yes. Recurring maintenance contracts generate invoices automatically at the configured interval — monthly, quarterly, or per visit — with all associated job data attached for client reference.

The billing dashboard shows all open, sent, and paid invoices with aging details and total outstanding value. Your team can identify and chase overdue payments without switching to a separate tool.

Yes. All invoice data syncs to your accounting package in real time. Your accountant can work directly in Exact Online, AFAS, or SnelStart — no CSV files, no manual reconciliation, no duplicate entry.

Marking a work order as completed is what makes it ready to invoice — there's no separate 'ready for billing' status to set. From there you generate the invoice with one click, or let OutSmart create it automatically if you've turned that on. No Zapier or Make automation is needed to connect the two: the work order and the invoice already live in the same system, so there's nothing to pass between separate tools.

This is usually caused by the customer's spam filter or an incorrect email address, not by OutSmart — first check that the correct invoice email address is set on the customer record. If the invoice also isn't arriving on your own bcc address, there may be a delivery issue: check the invoice's send log in OutSmart for its status and any error message.

You set the invoice layout in the invoice template settings: this controls which columns are shown, the order attachments (such as a purchase order) are placed in, and your logo and letterhead. The position of columns like 'quantity' and 'price' adjusts automatically based on the length of the line description — use a shorter description if you need a fixed column width.

Yes. Open the customer record and add a separate invoice address there, next to the delivery address — it doesn't have to match the address on the work order. If an invoice was already sent to the wrong address, update the invoice address on the customer record so future correspondence goes to the right one; the invoice already sent still needs to be resent.

Invoices use the price currently set on the item or hour type, not the price that was shown on the work order earlier. If a price was recently changed, that change also applies to work orders that haven't been invoiced yet. If a price or discount looks wrong, check the setting on the item or hour type itself first, not just on the work order.

Yes, a work order can be invoiced again. Credit the existing invoice first, then create a new invoice from the same work order. Don't try to invoice a work order again without crediting the earlier invoice first — that returns an error, because an invoice is already linked to the work order.

Yes. Set the VAT number and the correct intra-Community supply VAT code on the customer record for the foreign business customer. Based on that, OutSmart won't charge VAT on the invoice and will automatically show the required reverse-charge VAT statement. Verify that the customer's VAT number is valid before invoicing without VAT.

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Integrations