Invoice Detail Overview

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One invoice end to end: what it charges, where it stands, what has been collected and what changed.

Reaching the Screen

Panel menu: Billing, then Browse Invoices, then open a row: {admin}/invoices/detail?id={invoice}. Every invoice number in the panel leads here too.

The screen opens on Summary. Each tab has its own address: {admin}/invoices/detail?id={invoice}&tab=payments.

What Is on the Screen

Three bands, top to bottom.

The header The number and the marks beside it.
Document actions Right end of the tab strip: read, print, download, share, delete.
The tabs Five sections; the one you open decides the body.

The title carries the number as stored. Without one, the invoice appears by its record id behind a hash sign.

Overdue joins it while the invoice is Unpaid and past due. A module can add its own badge.

Document actions

Four of the six open the client's own invoice page, in the client's language or yours.

Preview Opens that page in a new tab, even while public sharing is off.
Print Opens the print dialog on the same document.
Download PDF The same document, saved as a file.
View Email Attachment The PDF attached to invoice e-mails: the file the client received.
Share The public payment link, with a copy button. Unavailable while Show Invoices Without Login is off.
Delete Removes the invoice for good after a confirmation that names it. Shown only to staff allowed to delete invoices.

The tabs

Summary The payable figure, the client, the dates, the status picker and the lines with their ledger.
Edit Invoice Number, currency, dates, payment method and taxation, plus official status while Invoice Formalization is on.
Client Details Who the invoice is billed to, kept as it was issued.
Payments What has been collected, and the form that records one. Add Payment on the Summary card jumps here.
History Every change, with the staff member and the time.

A module can add a sixth tab.

An Unpaid invoice recalculates its totals as the page opens; other states keep their stored figures. Without a stored rate, the ledger works one back and still reads Tax (20%).

Fields

Only the status picker at the top of Summary is here; other fields belong to their own tabs.

Change Status Required, preselected on the current state. Four targets: Paid, Unpaid, Refunded, Cancelled. The current state is refused; another one, such as Payment Pending, is an inactive chip.
Select payment method... Optional, offered for Paid only. Left empty, the invoice keeps its method. On a paid invoice this is the one change you can send alone.
Add as expense The default under Refunded. Add as account credit is stored the same way; only the word kept in History differs. Refund via payment gateway needs a gateway that refunds automatically.
Send Notification Ticked by default, editable once your pick differs from the current state. Untick it to move the invoice without writing to the client.
Cancel Services Off by default, offered for Refunded and Cancelled. Cancels what the invoice paid for: the services it created and the ones it bills, with their add-ons. Where a service has a module, the provider is told separately.

Tasks

Change the invoice's state

  1. Open Summary and pick the new state under Change Status.
  2. Answer what it asks: a payment method for Paid, a refund route for Refunded, and whether the client is told.
  3. Click Update Status, which stays inactive until your pick differs.
  4. The page reloads on the new state: a paid invoice books the income and releases its order, a cancelled or refunded one removes that record.

Hand the invoice to the client

  1. Use Preview to read the page the client will read.
  2. Open the actions menu, pick Share, and copy the link.
  3. Whoever holds the link can pay without signing in, so send it to the client only. An unavailable item means sharing is off.

Read what the client was sent

  1. Open the actions menu and pick View Email Attachment.
  2. The PDF that goes out with invoice e-mails opens in a new tab.
  3. That is the file in the client's inbox. Print and Download PDF give the browser's version.

Delete the invoice

  1. Open the actions menu at the right end of the tab strip and pick Delete.
  2. The confirmation shows the invoice number and the client; click Delete.
  3. The invoice and its lines are removed for good, and the screen returns to the invoice list.

Things to Watch

Only one refund route moves money

Refund via payment gateway asks the gateway to send the money back, and nothing here takes it back. Add as expense writes no expense line, Add as account credit adds no balance. Either way the income record is removed.

Marking an invoice paid can replace its number

Paid Invoice Numbering lives in the billing settings. While it is on, the number comes from the format when the invoice becomes paid, so one typed by hand is overwritten. Set numbers by hand only while it is off.

A paid invoice is frozen

Its lines can no longer be edited, split or deleted. To correct it, take it back to Unpaid first, which also removes the income record.

Required Privileges

The screen opens for INVOICES_LOOK or INVOICES_OPERATION. View Email Attachment asks for INVOICES_LOOK on its own.

Every change goes through INVOICES_OPERATION: the status, the Edit Invoice record, the lines, the split, payments, the client block and notifications. Read-only staff see the controls; the save is refused.

Deleting the invoice asks for INVOICES_DELETE on its own; without it the Delete item is not shown.

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