# Invoice for Job: Draft It When Work Is Done

Source: https://maito.app/workflows/turn-completed-jobs-into-invoice-drafts

When a job is marked complete, Maito drafts the invoice from labor, parts and approved extras in your accounting software for review.

Completed jobs become one invoice draft with labor, parts and approved changes, checked for duplicates.

[Finance](https://maito.app/workflows/team/finance) · [Home services](https://maito.app/workflows/industry/home-services) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)

## How do you turn completed jobs into invoice drafts?

To turn completed jobs into invoice drafts, set up a trigger on completion. Maito reads labor, parts and approved changes from Jobber, builds a draft in QuickBooks or Xero, checks it against the approved scope, and posts a note in Slack for review.

## How it's done today

The office rebuilds labor, parts and changes from notes.

## What Maito does

1.  Check the job was complete and the scope authorized
2.  Add labor, parts and approved changes
3.  Check for an existing invoice
4.  Create one draft for approval

## Example

Loop run: Job 2318 marked complete

**Maito** (4:35 PM):

Draft invoice created for job 2318, Globex Storage. Total $1,486.50.

• Labor: 3.0 hours at $125 = $375.00  
• Blower motor B-440: $612.00  
• Capacitor 45/5: $48.50  
• PVC and fittings: $21.00  
• Approved extra: condensate line cleaning, $430.00

Checks:  
• Scope was approved on Oct 15 for $1,056.50  
• The extra was approved by email on Oct 19 at 10:02 AM

Catch: Invoice INV-1190 for Globex Storage was already drafted on Oct 12 for the same blower motor. I did not reuse it. It may be a deposit. Want me to check?

Source: the job record, the Oct 19 approval email and the parts price list.

**Omar** (4:40 PM):

yes, check INV-1190.

**Maito** (4:41 PM):

INV-1190 is a $400 deposit, paid Oct 13. I added it as a credit on the draft, so the balance due is $1,086.50. It's still a draft for you to approve.

## How to set it up

When something happens Turn completed jobs into invoice drafts

Ask your agent

“When a job is marked complete in the field service software, build an invoice draft in the accounting software from labor, parts and approved changes. Post a note in #billing for me to review.”

Connect field service software

-   Jobber

Connect accounting software

-   QuickBooks
-   Xero

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can't invent prices it hasn't been given. It also won't send or finalize an invoice for you.

## Questions

### Does it send invoices to customers?

No. It creates a draft for you to review.

### How does it handle extras?

It includes only approved extras and shows where the approval came from.

### What about existing drafts for the same job?

It flags them, such as a deposit invoice, instead of reusing them.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fturn-completed-jobs-into-invoice-drafts)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)