Invoices

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Track every invoice by status and outstanding amount, so you can chase payments and act on many at once.

Reaching the Screen

Panel menu: Billing then Browse Invoices: {admin}/invoices

Four shortcuts open it with a status filter set. They are Paid Invoices, Unpaid Invoices, Cancelled Invoices and Refunded Invoices. With taxation and Invoice Formalization on, a Formalization group adds Official Invoices and Awaiting Formalization.

The group needs the invoice system on and an invoice right; the number counts payments awaiting confirmation.

What Is on the Screen

Four bands.

Summary cards Three figures.

The control bar Bulk actions, shortcuts, status filter.

Advanced filter Narrower filters, folded away.

The list One row per invoice.

The summary cards

Each shows an amount, its count and its period. The first is fixed on uncollected money; the others offer a type. Unpaid and overdue amounts count only what is still owed, so a partly paid invoice adds its remaining part.

Type	Adds up	Date used
Unpaid Invoices	Still unpaid	Creation
Paid Invoices	Collected	Payment
Overdue Invoices	Unpaid, past due	Creation
Tax	Tax on paid official invoices	Payment

Periods run from Last 7 Days to Last Year. Both choices are saved for everyone. Cards ignore the list filters below.

The control bar

Apply to selected One action on the ticked rows: Approve, Mark as Unpaid, Cancel, Remind, Merge or Delete.

Create Invoice Issues a new invoice for a client.

Cash Management The cash book: income and expenses.

Status The one filter outside the folded panel.

Advanced Filter Opens the narrower filters; closing clears them.

On a narrow screen the bulk actions, the status filter and Advanced Filter move behind Show Options. Create Invoice and Cash Management stay above.

The list

Rows sort by status, not date: awaiting confirmation, unpaid, paid, cancelled, refunded. Inside a group the newest comes first: paid invoices by payment date, refunds by refund date, the rest by creation date.

The search box matches the invoice number, the record number with or without #, and the client. Hovering an amount previews its lines and totals.

In the row menu, View opens the invoice. View as Client opens the customer's copy in a new tab, in their language, and needs Show Invoices Without Login on.

Fields

Columns

Client Who it was issued to, with the company name. Not sortable.

Invoice No The stored number, or # and the record number until one is issued.

Amount Total in the invoice's currency, payment method underneath. A partly paid invoice also shows the remaining amount. Sortable.

Due Date When payment is expected, and how late or how far off.

Official Status Official or Not Official. Absent while Invoice Formalization is off.

Status Where the invoice stands, with the payment or refund date.

Exports add the e-mail, subtotal, tax, currency, payment method and both dates.

Filters

Option	Selects	From
Payment Pending	Declared, unconfirmed	Stored
Paid	Collected	Stored
Unpaid	To collect	Stored
Cancelled	Withdrawn unpaid	Stored
Refunded	Collected, returned	Stored
Overdue	Unpaid, past due	Due date
Due Soon	Due within seven days	Due date
Official	Document issued	Official status
Not Official	Document due	Official status

The last two options appear only with Invoice Formalization on.

Client One client, by name.

Item Description Searches the invoice lines.

Currency The currency it was issued in.

Payment Method Methods stored on invoices.

Amount An exact total, or On or After, After, On or Before, Before from the symbol beside it.

Date Range Payment date for paid and official, refund date for refunded, creation date otherwise.

Official Status The same split as the column. Needs Invoice Formalization on.

Item Description and Date Range appear only above a thousand invoices. Filters live in the page address and can be shared.

Tasks

Find what is owed

Read the first summary card: uncollected money for its period.
Set the status filter to Overdue, or Due Soon for invoices about to be late.
Sort by Amount, largest first: your chase queue.

Mark invoices as paid

Tick the invoices, choose Approve under Apply to selected, then confirm.
Each unpaid or payment-pending invoice gets today's payment date and an income record in the cash book, then moves to the paid group. What it pays for (an order, a renewal) is processed and the client receives the payment notification, as with any payment.
Cancelled and refunded invoices are skipped and counted in the result message; already-paid invoices are left alone. An open invoice with no payment yet closes repriced at its stored method's current commission rate. An invoice whose stored method is Account Balance is paid from the client's balance. If the balance falls short, it is skipped and counted; with a single invoice selected, an error shows the balance and the amount.
A balance top-up invoice loads the client's wallet when approved, so it also needs the USERS_MANAGE_CREDIT privilege.
Each invoice whose status changes writes one line with its old and new status to Activity Logs; a skipped invoice writes none. Mark as Unpaid and Cancel write the same line.

Send payment reminders

Filter to Overdue or Unpaid, then tick the invoices to chase.
Choose Remind under Apply to selected and confirm. One reminder per invoice goes to its client and is recorded there.
A reminder that cannot reach the client is not sent or recorded, for example when their notification preferences exclude invoices. The message says how many were not sent and why.

Merge invoices

Tick at least two unpaid invoices of the same client.
Choose Merge under Apply to selected and confirm.
The oldest of the ticked invoices stays. The lines of the others move onto it and the others are deleted.

Delete an invoice

Choose Delete in the row menu, or tick rows and use Apply to selected.
Deleting needs the delete privilege; when more than one invoice is selected it also asks for your own password.
The rows go, with their invoice lines and cash-book income records. Each deleted invoice stays in Activity Logs with its number and the admin who deleted it.

Download the list

Narrow the list first: the file holds the whole filtered set, not the page on screen.
Click the download icon on the list bar and pick csv, json or xml.

Things to Watch

Approving does more than change a label

It writes an income record and activates the order. Services queue for setup, renewal dates move forward, coupons count. A paid-invoice number format also gives a new number. Back to Unpaid removes the income booked on the paid date; income from recorded payments stays until those payments are deleted.

Delete removes the record, Cancel keeps it

Deleting takes the invoice, its lines, its recorded payments and its income records for good. A notification still waiting to be sent for it is cancelled. Metered usage returns to unbilled; services and add-ons are unlinked. Cancel withdraws it instead, keeps the trail and can be undone.

When invoices can be merged

Only unpaid, unformalized invoices with no payment record and the same tax settings and billing profile merge. Subscription, installment and open-checkout invoices do not; only the invoice that stays may carry a coupon. A failed check changes nothing.

Cards and list read different currencies

A card converts every currency into the local one; the counts do not. The list keeps each invoice in its own.

Required Privileges

Reading, and the cards' type and period, needs INVOICES_LOOK or INVOICES_OPERATION.

The tick boxes and Apply to selected need INVOICES_OPERATION. Delete and Merge also need INVOICES_DELETE, and deleting more than one invoice asks for your own password. Approving a balance top-up invoice also needs USERS_MANAGE_CREDIT. Downloading needs TABLE_EXPORT.

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