Invoices Tab

The Invoices tab is your central workspace for managing all invoices through their payment lifecycle - from creation through to payment or follow-up.

The Invoices list

The main Invoices page displays all your invoices in a filterable, sortable list with summary statistics.

Statistics cards

Three cards provide quick financial overview:

• Outstanding: Total of all unpaid invoices with count
• Paid This Month: Revenue collected this month (based on payment date)
• Overdue: Count of invoices past their due date requiring attention

Toolbar actions

New Invoice button: Start creating a new invoice with two options:

• Blank Invoice: Start from scratch
• From Template: Use a saved invoice template structure

Filters and search

Status filter: Narrow invoices by their current state

• Draft, Awaiting Payment, Paid, Overdue, Partially Paid, Voided

Search box: Find invoices by number, title, or client name

Filter by date: Filter by date range (created, due, or paid)

Invoice table columns

Creating a new invoice

Click New Invoice to start the invoice creation process.

Starting from blank

1. Click New Invoice
2. Select Blank Invoice
3. Invoice Editor opens with empty structure
4. Add client, dates, line items, and payment terms
5. Save to create invoice number

Starting from template

1. Click New Invoice
2. Select From Template (if templates exist)
3. Choose from your saved templates
4. Template structure loads into Invoice Editor
5. Customize for this specific client

See Invoice Editor for detailed invoice building instructions.

Invoice statuses

Each invoice has a status indicating its payment state:

Status transitions

Typical flow: Draft → Awaiting Payment → Paid

Alternative outcomes:

• Draft → Awaiting Payment → Overdue → Paid (after follow-up)
• Awaiting Payment → Partially Paid → Paid
• Draft → Voided (if created in error)

Managing sent invoices

Viewing invoice details

Click any invoice row to open the Invoice Editor with full details:

• Line items and pricing
• Client information
• Payment history
• Team notes
• View tracking data

Resending invoices

1. Open the invoice in Invoice Editor
2. Click Resend Invoice
3. Confirm or edit recipient, subject, and message
4. Updated invoice sent to client

Recording payments

1. Open the invoice
2. Click + Add Payment button
3. Enter payment amount and method
4. Save to update status

Partial payments automatically set status to “Partially Paid”. Full payments set status to “Paid”.

Invoice viewed indicator

The Viewed column shows client engagement:

• Not viewed: Client hasn’t opened the invoice link
• Viewed: Client opened the invoice (date shown)
• Multiple views: Shows latest view date

Use this to prioritize follow-ups - unviewed invoices may need a reminder email or phone call.

Voiding invoices

Void an invoice that’s incorrect or no longer valid:

1. Open the invoice
2. Use Actions menu
3. Select Void
4. Invoice marked as “Voided” (kept for record keeping)
5. Client can no longer pay via invoice link

Note: Voiding is different from deleting. Voided invoices remain in your records for tax purposes.

Working with draft invoices

Saving drafts

Invoices auto-save as you work, but initial save creates the invoice number:

1. Add at least one line item
2. Click Save Invoice in the toolbar
3. Invoice receives permanent number (e.g., INV-1001)
4. Now appears in Invoices list with “Draft” status

Editing drafts

1. Click any draft invoice row
2. Make changes in Invoice Editor
3. Save updates
4. Draft remains in “Draft” status until sent

Deleting drafts

1. Open the draft invoice
2. Use Actions menu
3. Select Delete
4. Invoice removed from system
5. Number not reused

Note: Only drafts can be deleted. Once sent, invoices must be voided, not deleted.

Overdue invoice management

Finding overdue invoices

1. Filter by Overdue status
2. Sort by due date (oldest first)
3. Check amounts and client names

Follow-up actions

Immediate (1-7 days overdue):

• Send polite payment reminder email
• Reference original invoice and due date
• Include payment link for convenience

Moderate (8-30 days overdue):

• Phone call to client
• Send statement showing outstanding balance
• Confirm they received the invoice

Significant (30+ days overdue):

• Formal demand letter
• Consider payment plan offer
• Review credit terms for future work

Search and filtering tips

By invoice number

Type the number (e.g., “1001”) to find specific invoices quickly.

By client

Type client name to see all invoices for that business, including paid and outstanding.

By status combinations

Combine status filter with date range:

• Awaiting Payment + This Month: Recent invoices to monitor
• Overdue + Last 30 days: Priority follow-ups
• Paid + This Quarter: Revenue analysis

Sorting

Click column headers to sort:

• Date: Newest or oldest first
• Due: Upcoming due dates
• Total: Highest or lowest value
• Invoice #: Sequential order
• Client: Alphabetical

Bulk actions

Select multiple invoices using checkboxes to perform bulk actions:

• Send statements: Email account summaries to selected clients
• Export: Download invoice data for reporting
• Print: Generate PDFs for selected invoices

AU-specific notes

• GST display: Totals include GST in AU format
• Invoice numbers: Sequential AU-compliant numbering
• Tax invoice label: Required ATO wording appears on all invoices
• ABN: Your Australian Business Number appears on all invoices
• Record keeping: All invoices (including voided) kept for 5+ years per ATO requirements

Best practices

Invoice hygiene

• Clean up drafts: Delete test drafts, complete real ones
• Timely sending: Invoice promptly after work completion
• Status accuracy: Record payments promptly to keep status current
• Organized numbering: Avoid gaps by deleting test invoices quickly

Cash flow management

• Monitor outstanding: Review weekly to track receivables
• Follow-up schedule: Set calendar reminders for overdue invoices
• Payment terms: Standard Net 30, shorter for new clients
• Deposits: Request upfront for large projects

Client relationships

• Clear communication: Professional but firm on payment
• Payment plans: Offer for clients in genuine difficulty
• Early warning: Address late payments before they become habitual
• Credit control: Review terms for consistently late payers

Reconciliation

• Regular matching: Match payments to invoices weekly
• Bank feed: Use Bank module to reconcile automatically
• Discrepancies: Investigate partial or misallocated payments promptly

Integration with other features

Invoice Editor

Click any invoice to open in Invoice Editor for full editing capabilities.

Statements

Generate statements for clients with multiple outstanding invoices.

Bank

Reconcile invoice payments against bank transactions.

Reports

Invoice data feeds into revenue, aging, and GST reports.

Credit Notes

Create credit notes to adjust or refund existing invoices.