Managing Invoices

The Invoices section allows you to create, manage, track, and send client invoices.

1. Summary Metrics

At the top of the Invoices page, four summary cards display real-time statistics for the current year-to-date (YTD) period:

• Total Invoices: Displays the total count of all invoices created YTD.
• Outstanding Balance: Shows the total unpaid balance across all pending invoices.
• Paid YTD: Displays the total payments received from clients YTD.
• Awaiting Send: Shows the total number of invoices created that have not yet been emailed to clients.

2. Filtering, Searching, and Table List

Below the summary cards, you will find controls to filter, search, and sort your invoice list.

Status Tabs

• Unpaid: Displays all active invoices with pending payments.
• Paid: Shows all fully settled invoices.
• All Invoices: Lists all invoices regardless of payment status.

Search Box

• Search box: Filter invoices in real time by typing a client name, project name, or invoice description.

Invoice Table Columns & Sorting

Click on the small arrows ($\vee$) in the table headers to sort the list ascending or descending:

• Invoice #: Unique identifier assigned to each invoice.
• Description: Title or summary description of the billed work.
• Customer: Client name associated with the invoice.
• Date: Issue date of the invoice.
• Amount: Total financial value of the invoice.
• Status: Current status tag (e.g., Not sent, Opened, Paid).
• Actions: Direct action icons for managing each invoice.

3. Creating a New Invoice

To create an invoice, click the + New Invoice button at the top right of the page.

Step 1: Select Invoice Type

Choose how the invoice should be created:

• Project Invoice: Associate the invoice with a specific customer project.
• Stand Alone Invoice: Create a general invoice not linked to any project.
• Labor Invoice: Bill the client directly for hours logged by workers.

Step 2: Fill in Invoice Details

Complete the form with the following information:

• Customer & Project: Select the client and, if applicable, the associated project.
• Invoice Date & Period: Set the invoice issue date and select the time period covered.
• Labor / Items: Add line items, description, hours, and rates.
• Notes: Add payment terms or special instructions for the client.
• Actions: Click Create Invoice to finalize, Continue later to save as draft, or Cancel to exit.

4. Editing an Invoice

To modify an existing invoice or client details:

1. Locate the invoice row in the table list.
2. Click the Pencil (Edit) icon in the Actions column.
3. Update the required fields in the edit drawer or modal.
4. Click Save Changes to save your updates.

5. Deleting an Invoice

To remove an invoice from the system:

1. Locate the invoice row in the table list.
2. Click the Trash (Delete) icon in the Actions column.
3. A confirmation prompt will appear asking you to confirm whether you want to delete the invoice or cancel.

6. Additional Actions Menu Options (⋮)

Clicking the Three Dots (⋮) menu icon on the right side of any invoice row opens a dropdown with additional quick options:

Email Invoice

• Select Email Invoice (or Email Customer) to open the send dialog.
• Review the pre-filled recipient email, add optional messages, attach required documents, or configure options like Require customer signature or Send a copy to me.
• Click Send to email the invoice to the customer.

Mark as Paid

• Select Mark as Paid to manually record payment for the invoice and update its status from Unpaid to Paid.

Download / View PDF

• Select Download PDF (or View) to preview or download a printable PDF version of the invoice for record-keeping.