Invoice Summary

Complete list of all invoices with status and balances. Review sales transactions and track invoice performance.

Overview

Invoice Summary provides a detailed list of every invoice created in a period. It shows invoice numbers, dates, amounts, and current status.

What it shows

All invoices in the selected period
Invoice numbers and dates
Customer information
Invoice totals and amounts paid
Current balance due
Invoice status

Report columns

Column	Description
Invoice #	Unique invoice identifier
Customer	Customer name
Date	Invoice date issued
Due Date	Payment due date
Total	Full invoice amount
Status	Current invoice state
Amount Paid	Total payments received
Balance	Amount still owing

Invoice statuses

Status	Meaning
Draft	Created but not sent (not included in reports)
Sent	Issued to customer, awaiting payment
Awaiting Payment	Payment expected, within terms
Partially Paid	Some payment received, balance outstanding
Paid	Fully paid
Overdue	Past due date, payment late
Void	Cancelled (not included in reports)

Generating the report

Step 1: Set date range

Select period to review
Common periods: This Month, This Quarter, This Financial Year

Step 2: Apply filters (optional)

Status filter:

All statuses (default)
Specific status: Sent, Awaiting Payment, Partially Paid, Paid, Overdue

Customer filter:

All customers (default)
Specific customer

Step 3: Click Generate Report

Understanding the layout

Summary stat cards

Top cards show:

Total Invoices — Count of invoices in period
Total Value — Sum of all invoice amounts
Total Paid — Amount received
Outstanding — Balance still owing

Report table


Invoice #    Customer          Date       Due Date    Total    Status           Paid    Balance
─────────────────────────────────────────────────────────────────────────────────────────────────
INV-0070     ABC Pty Ltd       05/07/2025 19/07/2025  $2,500   Paid           $2,500       $0
INV-0071     XYZ Company       08/07/2025 22/07/2025  $1,800   Overdue            $0   $1,800
INV-0072     Smith & Co        12/07/2025 26/07/2025  $3,200   Partially Paid   $1,000   $2,200
INV-0073     Jones Ltd         15/07/2025 29/07/2025  $1,500   Sent               $0   $1,500
INV-0074     Metro Trading     18/07/2025 01/08/2025  $2,800   Awaiting Payment   $0   $2,800
... (more invoices)
─────────────────────────────────────────────────────────────────────────────────────────────────
TOTALS                                                          $11,800   $4,500   $7,300

Sorting

Click column headers to sort:

Date — Chronological (default)
Invoice # — By invoice number
Customer — Alphabetical
Total — By amount
Due Date — By payment deadline

Using the report

Sales review

Check all invoices created in period
Verify invoice numbers are sequential
Confirm amounts match quotes/orders
Review customer distribution

Collection management

Filter by “Overdue” to see late invoices
Filter by “Partially Paid” for follow-up
Monitor “Awaiting Payment” approaching due date

Customer analysis

Filter by specific customer
Review their invoice history
Track payment patterns
Identify frequent vs occasional customers

Reconciliation

Compare to Sales by Customer report
Verify totals match P&L revenue
Check for missing or duplicate invoices

Exporting

CSV export

Generate the report
Click Export → CSV
File downloads as Invoice_Summary_YYYY-MM-DD.csv

CSV includes all columns plus additional details.

Best practices

Monthly review

Generate for the month just ended
Check for unusual patterns
Verify all invoices properly coded
Follow up on overdue amounts

Sequential numbering

Invoice numbers should be sequential
Gaps may indicate deleted/voided invoices
Document any gaps for audit trail

Status management

Keep statuses current
Mark invoices as paid when payment received
Follow up on overdue promptly
Void (don’t delete) cancelled invoices

Customer verification

Ensure customer names are consistent
Check for duplicate customer entries
Update customer details if changed

AU-specific notes

GST on invoices

Total column includes GST
GST amount shown separately on invoice
GST reported on BAS when invoice sent (accrual)

Tax invoices

Requirements for valid tax invoice:

Words “Tax Invoice” (usually in template)
Seller’s identity (your business details)
Date of issue
Description of goods/services
GST amount or statement that GST included

EOFY preparation

Before June 30:

Review all invoices for the year
Ensure all issued invoices recorded
Check for any unbilled work (accrue if needed)
Verify invoice sequence complete

Comparison to other reports

Invoice Summary vs Sales by Customer

Invoice Summary	Sales by Customer
Individual invoices	Grouped by customer
Transaction detail	Summary totals
Shows status	Shows customer share

Invoice Summary vs Aged Receivables

Invoice Summary	Aged Receivables
All invoices (paid and unpaid)	Only unpaid invoices
Shows history	Shows collection priority
Full period view	As-at date view

Troubleshooting

Invoice missing from report

Check date range includes invoice date
Verify not in “Draft” status
Confirm not “Void”
Check invoice was saved

Total doesn’t match P&L

P&L may use accrual vs cash basis
Date ranges might differ
Credit notes affect net revenue
Draft/void invoices excluded

Duplicate invoice numbers

Should not happen — contact support
May indicate system error
Document for audit purposes

Status seems wrong

“Sent” not updated to “Awaiting Payment”
Payment not applied correctly
Partial payment not recorded

Can’t find specific invoice

Use search/filter
Check by customer
Verify invoice number format
Confirm date range

Sales by Customer — Revenue by customer
Aged Receivables — Unpaid invoice aging
Profit & Loss — Revenue summary
Invoices — Creating and managing invoices

Last updated: February 24, 2026