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Invoices

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Accessing Invoices

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The Invoices List

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List View

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Filtering Invoices

• Status: Draft, Sent, Paid, Overdue, Void
• Customer: Filter by customer
• Date Range: Filter by issue/due date

• Invoice number
• Customer name
• Reference number

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Creating Invoices

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Manual Creation

1. Go to Invoices
2. Click Create Invoice
3. Complete invoice details:
   • Customer
   • Line items
   • Dates
   • Notes
4. Click Save or Send

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From a Job

1. Complete the job
2. Click Create Invoice
3. Job details populate automatically
4. Review and adjust
5. Save or send

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From a Quote

1. Approve the quote
2. Click Convert to Invoice
3. Quote items transfer
4. Adjust if needed
5. Save or send

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Invoice Fields

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Header Information

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Line Items

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Totals

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Additional Fields

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Invoice Status

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Status Workflow

Draft → Sent → Viewed → Paid
                ↓
             Overdue

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Status Definitions

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Changing Status

• Draft → Sent: When you send
• Sent → Viewed: When customer opens
• Sent → Overdue: When due date passes
• Any → Paid: When payment recorded

• Any → Void: To cancel invoice
• Adjust payment status

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Sending Invoices

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Email Delivery

1. Create or open invoice
2. Click Send
3. Review recipient email
4. Customize message (optional)
5. Click Send Invoice

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Send Options

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Email Templates

1. Go to Settings > Templates
2. Edit invoice email template
3. Use merge fields for personalization

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Recording Payments

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Adding a Payment

1. Open invoice
2. Click Record Payment
3. Enter:
   • Amount
   • Date received
   • Payment method
   • Reference
4. Save

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Partial Payments

1. Record first payment (partial)
2. Balance due updates
3. Record subsequent payments
4. Invoice marked paid when balance = 0

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Payment Methods

• Bank transfer
• Credit card
• Cash
• Check
• Online payment

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Invoice Templates

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Using Templates

1. Create invoice
2. Select Template
3. Choose from available designs
4. Invoice formatted automatically

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Customizing Templates

1. Go to Settings > Invoice Templates
2. Edit or create template
3. Customize:
   • Logo
   • Colors
   • Layout
   • Fields shown
4. Save template

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Customer-Specific Templates

1. Open customer
2. Go to Settings tab
3. Select default invoice template
4. All invoices use that template

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Recurring Invoices

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Setting Up Recurring

1. Create invoice as usual
2. Click Make Recurring
3. Set:
   • Frequency (weekly, monthly, etc.)
   • Start date
   • End date or indefinite
   • Auto-send option
4. Save

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Managing Recurring

1. Go to Invoices > Recurring
2. See all recurring schedules
3. Edit or pause as needed

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Invoice Reminders

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Automatic Reminders

1. Go to Settings > Notifications
2. Configure invoice reminders:
   • Days before due
   • Days after due
   • Reminder frequency

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Manual Reminders

1. Open overdue invoice
2. Click Send Reminder
3. Customize message
4. Send

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Credit Notes

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Creating a Credit Note

1. Click Create Credit Note
2. Link to original invoice
3. Enter credit details
4. Apply to customer balance

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Applying Credits

• Applied to future invoices
• Refunded to customer
• Left as credit balance

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Invoice Reports

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Available Reports

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Generating Reports

1. Go to Invoices
2. Click Reports
3. Select report type
4. Set date range
5. Download or print

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Invoice Best Practices

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Creating Invoices

• ✅ Invoice promptly after work
• ✅ Include detailed descriptions
• ✅ Reference job/quote numbers
• ✅ Verify customer details
• ✅ Double-check amounts

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Managing Invoices

• ✅ Send reminders for overdue
• ✅ Record payments immediately
• ✅ Follow up on aged invoices
• ✅ Reconcile with bank
• ✅ Keep records organized

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Professional Appearance

• ✅ Use consistent branding
• ✅ Clear, professional layout
• ✅ Include contact information
• ✅ Show payment options
• ✅ Include terms clearly

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Integration

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With Accounting Software

• QuickBooks
• Xero
• Other accounting systems

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With Bank Feeds

1. Bank transaction imports
2. Match to invoices
3. Auto-reconcile

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Troubleshooting

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Invoice Won’t Send

1. Verify customer email
2. Check email configuration
3. Review for required fields
4. Try downloading and sending manually

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Payment Not Showing

1. Check payment was saved
2. Verify invoice is correct
3. Check payment date
4. Reconcile with bank

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Wrong Amount

1. Create credit note for original
2. Issue corrected invoice
3. Document the correction