Give the job a recognizable record
Use a title that will still make sense a few months later. Add enough description to distinguish two similar jobs for the same customer. Record dates consistently and check which timezone the software uses, especially when a device or customer is in another country.
Select the bill’s currency before entering amounts. A currency label tells people how to read a number; it does not imply that the application converts currencies. Keep each record understandable without requiring the customer to infer which currency you intended.
Write line items that explain the charge
Separate the main work, materials and any discount. A label such as “replacement parts for the tap repair” is more useful than “extra.” Add a note when an item needs context, rather than relying on a photograph to explain the entire charge.
When the scope changes, keep the new item identifiable. A clear record of what changed is useful even when the app does not manage a formal approval process. Do not describe a recordkeeping feature as a substitute for an agreement with your customer.
Treat time as a record until you choose a charge
A timer can capture how long a task took. That duration is not automatically the amount you want to bill. You may be recording travel, diagnosis or a return visit for your own understanding, or using a fixed price for the job.
Trade Ledger’s published description makes this distinction explicit: starting and stopping a timer does not add charges automatically. If time should affect a bill, make that choice consciously and check the final line items for accidental duplication.
Record partial payments as separate events
Use a separate payment record for each amount actually received. For a fictional bill totaling $240, recording a $100 payment should leave a visible $140 balance. It should not replace the bill total with $140 or mark the entire job as paid.
A payment record explains what has been entered into the ledger. It is not the same as collecting or transferring funds. Keep any payment reference or optional image that helps you understand the event, without adding unrelated customer information.
Check the customer view and close the job
Before sharing a read-only link, open it as a recipient would and check the language, amounts and dates. Trade Ledger currently discloses UTC+8 bill dates and Chinese customer web pages, even though the app itself supports English. That limitation matters if your customer needs an English view.
After the job is fully settled, review the entries and then archive the record if the tool supports it. Trade Ledger locks fully settled archived bills against further editing. It does not issue tax invoices or provide accounting advice; use the systems appropriate to those separate tasks.
A checklist to use
- Recognizable job name and currency
- Clear materials and work line items
- Time notes separate from charges
- Each received payment recorded once
- Customer view checked before sharing
- Final review before archiving
Product references
This guide contains general workflow suggestions. Product-specific details refer to the official sources below, reviewed September 17, 2026.