Invoices

Invoices is the operating ledger for customer billing. It brings open balances, due dates, payment state, collection risk, and invoice actions together so you can move from review to follow-up without rebuilding the story in a spreadsheet.

What Invoices Helps You Do

• see open, overdue, and paid totals at a glance
• find a specific invoice by number, customer, amount, date, or status
• open a compact details sheet without leaving the list
• continue to a full invoice record for payments, balances, activity, and customer context
• create, send, schedule, duplicate, download, cancel, or correct an invoice when its status allows that action

Before You Start

• Sign in and select the team whose invoices you want to manage.
• Make sure you can access that team's billing records. Invoice data is team-scoped.
• Add or verify the customer before sending an invoice. A customer can also be created from the invoice form.
• Review Settings → Invoices if numbering, payment terms, tax behavior, reminders, PDF attachment, or currency defaults need to change.

Open the Invoice Workspace

1. Open Invoices in the main navigation.
2. Select Invoices in the section navigation.
3. Use the neighboring Insights and Products tabs when you need analytics or reusable catalog items.

The top of the page shows four operating signals:

Select Open, Overdue, or Paid to apply the corresponding status filter to the table. If the payment score says No data, create and complete invoices before using it as a decision signal.

When more than one currency is present, the summary cards show a total in the team's base currency. Open the information tooltip beside a summary label to inspect the original-currency breakdown and converted amounts.

Find the Invoice That Needs Attention

Use the status tabs

The primary tabs are All, Open, Overdue, Paid, Scheduled, and Draft. Open combines draft, scheduled, and unpaid records; it does not include overdue invoices.

The shortcuts above the table provide Open queue, Overdue, Paid, and Recurring views.

Search and filter

1. Enter an invoice number, customer name, or other identifying text in Search invoices or filter.
2. Select Open filters.
3. Add one or more filters:
   • Due Date
   • Issue Date
   • Sent At
   • Amount
   • VAT
   • Tax
   • Customer
   • Status
   • Recurring
4. Review the visible rows after each filter is applied.
5. Select Clear filters if the page shows No results.

Status filters can include draft, overdue, paid, unpaid, canceled, and scheduled invoices. A Custom tab appears when the selected status combination does not match one of the standard tabs.

Adjust the table

Use Manage invoice columns to show or hide optional fields. Available columns include invoice number, status, due date, customer, customer email, amount, tax and VAT fields, issue and payment dates, sent and viewed dates, recurring information, source, sync information, and e-invoice details.

The table loads additional records as you scroll. A count of the currently rendered rows is not necessarily the team's complete invoice count.

Inspect an Invoice

1. Select a normal data cell in an invoice row. Avoid the selection checkbox and actions menu when you want to open details.
2. Review the details sheet:
   • customer, amount, and status
   • issue, due, sent, and scheduled dates when available
   • invoice link and activity
   • payment progress, collection signals, recovery controls, settlement offers, and sync badges when the required data exists
   • internal notes
3. Select Open full page for the complete record.
4. On the full page, review totals, payment link, customer context, line items, related invoices, payments, adjustments, notes, lifecycle activity, performance signals, and balances.

What to verify

Before taking an action, confirm:

• the invoice number and customer are correct
• the displayed currency and total match the invoice
• the due date supports the status you are seeing
• Payments received, Credits, and Amount remaining agree with your records
• the activity and communication history show the expected send, reminder, view, and payment events
• any integration badge names the provider you expect

Available Actions by Status

Actions are split between the row menu and the details sheet. Their availability changes with invoice status.

Selecting multiple invoices exposes a bulk Download action. Bulk status changes and bulk deletion are not offered from the invoice table.

Status and State Notes

• Draft means the invoice is still editable and has not been finalized by a delivery action.
• Scheduled means a future delivery job is pending. Canceling the schedule returns the invoice to draft.
• Unpaid means the invoice has been finalized and remains outstanding.
• Overdue is an outstanding, past-due state. It is not offered as a manual status action.
• Paid records an invoice-level paid state and payment date.
• Canceled preserves the invoice record but removes it from active collection work.
• Deletion is permanent and is limited to draft and canceled invoices.
• Duplicating any invoice creates a new draft for review; it does not preserve the source invoice's paid or canceled state.

Conditional Capabilities and Limitations

• Remind, Auto-chase overdue, and Settlement offer appear for unpaid or overdue invoices, subject to their own requirements.
• Auto-chase requires a configured recovery policy. Its panel shows the current step and next reminder when an active sequence exists.
• Settlement offers are available only for open unpaid or overdue invoices. An offer is shown on the customer's invoice page and expires after 14 days.
• Payment progress appears only after at least one payment has been recorded. Reconciliation and predicted-next-payment details appear only when that data is available.
• Sync badges appear only after an invoice has a recorded connection to a supported accounting or payment provider.
• PDF download is not offered for drafts in the invoice list because a final document may not exist yet.
• The table menu and full-page header do not expose identical controls. For example, paid and canceled rows omit Edit invoice, while the full-page header can still display an edit control. Recheck the current status before changing a terminal record.

Troubleshooting

I see No results

Select Clear filters, then check the standard status tabs. A date, customer, recurring, or amount filter can remain active even when the search field looks empty.

An invoice is missing from Open

Open includes draft, scheduled, and unpaid invoices. Check Overdue, Paid, or All for other statuses, and confirm that you are in the correct team.

The summary amount looks different from the row amounts

The summary can convert multiple currencies into the team's base currency. Open its currency tooltip to compare original and converted values.

I cannot edit, download, or delete an invoice

Actions are status-dependent. Drafts do not offer PDF download, paid and canceled rows do not offer edit in the table menu, and only draft or canceled invoices can be deleted.

The details sheet did not open

Select a regular invoice cell rather than the checkbox or the three-dot actions button. If the row still does not open, refresh the page and confirm the invoice still exists in the current team.

A payment is recorded but the status or balance looks wrong

Open the full page and compare Payments received, Credits, and Amount remaining. An invoice-level status correction and a payment ledger entry are separate concerns; reconcile the payment record before using Mark as paid or Mark as unpaid.

Related Pages

• Create and Send Invoices
• Manage the Invoice Lifecycle
• Invoice Products
• Invoice Insights
• Customer Records
• Invoice Collection Workflow