Bill finished visits automatically

Money

Money

Some countries

Bill finished visits automatically

A checked draft invoice is waiting when the job is done.

The problemFinished visits go unbilled for weeks because someone must remember each one, add the extras and build the invoice.

The resultA draft invoice is prepared for every finished visit. You check it and approve it in one tap; nothing goes out unreviewed.

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Example with sample data. Nothing here is real.

Step 1 of 4

The visit is done

A visit is finished in the Heyva Team app or from the desk. At Finish, the worker answers Anything extra to bill? with No, Add an item, or I paid for something with a photo of the receipt. Workers never see prices.

What you can do

  • Get a draft invoice when a visit is done, or one draft per customer each month
  • Choose per customer: bill each visit, bill monthly, or bill by hand
  • See what needs a look on each draft, such as hours to review or a missing receipt
  • Price or dismiss the extras that workers and customers add
  • Bill the hours actually worked on visits priced by the hour
  • Approve and send in one tap, post without sending, or send the visits back to Unbilled
  • Bill a selection of finished visits yourself, one draft per customer

Who can use it

Owners, Admins, Managers and Accountants can use this.

Available in the countries where Heyva supports it.

Turning on automatic drafts is a business setting, held by Owners and Admins. Pricing extras and billing worked hours needs the permission to bill bookings, setting how a customer is billed needs the permission to create invoices, and approving needs the permissions to post and send invoices. By default Owners, Admins and Accountants can do all of it, and Managers can price extras.

Ask Heyva AI

  • Which visits are not billed yet?

  • Show the extras waiting for a price

  • Bill this customer monthly

Questions

Does Heyva send invoices by itself?
No. It prepares drafts and flags what to check. A person approves each one, and only then is it numbered and emailed. Drafting itself is off until you switch it on under Settings, Businesses.
Why was no draft made for a visit?
Usual reasons: drafting is off for the business, the visit was completed before it was switched on (older visits are never back-drafted), the customer is billed by hand (a monthly customer's visits wait for the month-end draft), the visit has no customer or no price, a worker's extra is still waiting for its price, or a contract already covers it. Such visits wait in Unbilled.
A worker added an extra without a price. What happens?
The extra waits for the office, and so does the visit: Heyva does not draft it until the extra is priced or dismissed on the visit's Money tab. For a customer billed monthly, the whole month waits until the 5th; after that the month is drafted without the visits that still wait, and they stay in Unbilled.
What if the hours worked differ from the hours booked?
On a visit priced by the hour the draft still bills the booked hours and flags Hours to review. Choose Bill worked hours to re-price the visit to the hours the lead worker recorded. It is never done automatically.
What does Not this do?
It removes the draft and sends its visits back to Unbilled. Heyva does not draft those visits again by itself, so you bill them by hand if you want to. You can say why in one line, and Heyva remembers it for that customer.
Can I edit a draft?
Yes. An unedited draft follows its visits and extras and updates itself. Once you edit it, it stops following, and it is flagged if a visit or extra changes afterwards.

In more detail

Heyva computes the draft from the visit's price and its confirmed extras, the same way a person would when pressing Create invoice. Nothing about the amount is guessed.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_add_visit_charge
  • heyva_confirm_visit_charge
  • heyva_dismiss_visit_charge
  • heyva_void_visit_charge
  • heyva_list_pending_visit_charges
  • heyva_list_visit_charges
  • heyva_bill_worked_hours
  • heyva_rebuild_visit_draft
  • heyva_set_customer_billing_cadence
  • heyva_get_customer_billing_cadence
  • heyva_create_billing_rule
  • heyva_list_billing_rules
  • heyva_unbilled_visits
  • heyva_invoice_appointments
  • heyva_discard_invoice_draft

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Last reviewed 9 November 2026