The Button Bar provides quick access to invoice status filters and module-wide actions. Filter invoices by their current state, access batch operations, generate reports, and create new invoices directly from the list view.

Search for specific invoices using multiple criteria including invoice number, customer name, job reference, or date range. The search function queries all invoice fields to quickly locate records.

Apply advanced filtering criteria to segment invoices by status, amount, aging, sync status, and custom fields. Combine multiple filters to create precise invoice lists for reporting and collection management.

Perform operations on single or multiple invoices including batch processing, exporting, printing, and managing QuickBooks synchronization. Access grid customization and module configuration through the gear menu.

Items Mode displays the line item breakdown of the invoice including descriptions, quantities, rates, and amounts. View and edit invoice line items, apply taxes, add discounts, and see real-time invoice totals with subtotal, tax, and final amount calculations.

Details Mode displays invoice header information, customer details, billing addresses, payment terms, and invoice status. View and manage invoice metadata, track QuickBooks synchronization status, and access invoice documents and email history.

Payments Mode tracks all payments applied to the invoice including payment methods, amounts, dates, and reference numbers. Record new payments, view payment history, process refunds, and monitor outstanding balance with real-time calculation of amounts paid and amounts due.

For walk-in customers who purchase and pay immediately, use the streamlined point-of-sale process that creates both the invoice and payment record in one action:

1. Navigate to the job record.
2. From the Invoice tile, select New Invoice.
3. Select the billing amount (typically 100% for point-of-sale transactions).
4. Instead of selecting Confirm, select the Payment button.
5. In the transaction wizard, select the payment method (cash, credit card, check, etc.).
6. Select the bank account where funds will be deposited (if configured).
7. Select Done to create both the invoice and payment simultaneously.

This creates the invoice and records the payment in a single transaction, ideal for over-the-counter sales where the customer pays immediately for materials or services.

Down payments are used to collect deposits before work begins. TRUE automatically stores the down payment as a credit to be applied to the final invoice:

1. From the job record, select the Down Payment button (not the Invoice tile).
2. Enter the down payment amount (typically 50% of the job total) or percentage.
3. Select Confirm to create the down payment invoice.
4. If the customer is paying immediately, select Payment instead of Confirm to record both the down payment invoice and payment together.
5. Generate the e-form from Options > E-Form to email or print the down payment invoice for the customer.
6. If payment is not received immediately, send the down payment invoice to request payment before starting work.

The down payment is stored as a customer credit and will automatically apply to the final invoice when you create it. The Invoice tile will display the down payment amount separately from the uninvoiced balance.

When you create the final invoice for a job that has a down payment, TRUE automatically applies the down payment credit without requiring any manual steps:

1. After completing the work, navigate to the job record.
2. From the Invoice tile, select New Invoice.
3. TRUE automatically detects the down payment and displays it as a credit being applied to the invoice.
4. Select the billing amount (typically 100% to bill for all remaining work).
5. Review the invoice in the Details section to verify the down payment credit is applied correctly.
6. Generate the e-form to show the customer the job subtotal, the down payment credit, and the remaining balance due.

The final invoice e-form will show the full job total, subtract the down payment already received, and display only the remaining balance due. No additional buttons or actions are required to apply the down payment—TRUE handles this automatically based on the job association.

Progress billing allows you to invoice customers incrementally as work is completed, either by percentage complete or by dollar amounts:

1. From the job record, select New Invoice from the Invoice tile.
2. Choose billing method: Percent Complete or Dollar Amount.
3. For percentage billing, enter the percentage complete for each line item (e.g., 25% complete on Line Item A, 50% complete on Line Item B).
4. For dollar amount billing, enter the specific dollar amount to bill for each line item.
5. Select Confirm to create the progress invoice.
6. Generate the e-form to send to the customer showing the current billing amount.
7. Repeat this process for subsequent progress invoices until the job is 100% billed.

The Invoice tile on the job record displays the total invoiced amount versus the uninvoiced balance, making it easy to track billing progress. You can switch between percentage-based and dollar amount billing methods for different invoices on the same job as needed.

Approving invoices creates a handoff between the sales team and the accounting team. The approval process flags records for accounting to create journal entries and post to the financials:

1. After creating an invoice (and payment if applicable), the accounting status shows as Unapproved.
2. From the invoice record or the Invoices module list view, select Approve Entry.
3. The accounting status changes to Pending Entry, indicating the invoice is ready for accounting to process.
4. Accounting team members can filter the Invoices module by Pending status to find all approved invoices.
5. The accounting team then creates journal entries using Accounting > Create Entries.
6. Journal entries are posted to the financials, which updates accounts receivable and revenue accounts.

The invoice wizard offers two billing methods when creating invoices, allowing you to choose the approach that best fits your workflow:

Percentage-Based Billing:

• Enter a completion percentage for each line item (e.g., 50% complete).
• TRUE automatically calculates the dollar amount by multiplying the line item total by the percentage.
• Ideal for progress billing on fixed-price contracts where you bill based on work completion.
• Example: A $10,000 line item at 50% complete automatically bills $5,000.

Dollar Amount Billing:

• Enter the specific dollar amount to bill for each line item without percentages.
• Ideal for time and materials (T&M) work, service billing, or billing specific quantities.
• Example: Bill $2,750 for materials and $1,500 for labor as specific amounts.

Both methods calculate subtotals, apply taxes, and generate invoice totals automatically. You can switch between methods for different invoices on the same contract or job as needed.

TRUE supports two different billing methods based on contract type and customer requirements:

Standard Invoices:

• Standard sales invoices without retention amounts.
• Used for direct billing of completed work, service agreements, and T&M contracts.
• Support percentage or dollar amount billing methods.
• Ideal for residential work, service jobs, and contracts without retention requirements.
• Customer receives the full invoiced amount (minus taxes) without retention holdback.

Payment Requests (AIA-Style Billing):

• Formal construction progress billing using G702/G703 AIA formats.
• Track retention amounts held back from each payment (typically 5-10%).
• Support stored materials, change orders, and detailed line item tracking.
• Required for commercial construction contracts and projects with retention.
• Generate formal AIA documents (Application for Payment and Continuation Sheet).

Invoices can be created from two locations in TRUE, and understanding when to use each helps streamline your workflow:

From Within a Contract (Financial Mode > Invoicing):

• Use when working within a specific contract context and billing for that contract's work.
• Access the contract's Schedule of Values, line items, and billing history directly.
• Best for contract-specific billing where you're already reviewing the contract details.
• Invoices created here automatically appear in the standalone Invoices module.

From the Standalone Invoices Module:

• Use for accounts receivable management, aging reports, and system-wide invoice visibility.
• Access all invoices across all contracts, jobs, and customers in one location.
• Run batch operations, aging reports, payment tracking, and collection management.
• Filter and search across all invoices for specific customers, date ranges, or status.
• Best for AR teams, batch operations, and cross-contract invoice management.

Both interfaces access the same invoice records and maintain automatic synchronization. Choose based on your current workflow—use contract invoicing when focused on a specific project, and use the standalone module for broader AR management and reporting.

Yes, TRUE allows you to use different billing methods for each invoice on the same job or contract. The billing method is selected each time you create a new invoice, giving you flexibility based on the situation:

1. When creating an invoice, you'll see the option to select Percent Complete or Dollar Amount.
2. Choose the method that best fits the current billing scenario.
3. For example, use percentage billing for the first progress invoice (25% complete), then switch to dollar amount billing for the final invoice to bill specific remaining amounts.
4. TRUE tracks all billing methods and calculates the remaining uninvoiced balance automatically regardless of which method you use.

This flexibility is useful when your billing approach changes mid-project, such as starting with percentage-based progress billing and finishing with specific dollar amounts for punch list items or final adjustments.

TRUE supports different invoicing approaches depending on whether you're billing for service work or contract-based projects:

Service Jobs (Non-Contract Work):

• Create invoices directly from the job record using the Invoice tile.
• Use dollar amount billing to enter specific charges for labor, materials, and services.
• Ideal for repair work, maintenance, small installations, and point-of-sale transactions.
• Often billed 100% upon completion with immediate payment using the Payment button during invoice creation.
• No Schedule of Values required—add line items manually as needed.

Contract/Project-Based Work:

• Create invoices from the contract's Financial Mode > Invoicing section.
• Use percentage-based billing tied to the Schedule of Values for progress invoicing.
• Track completion percentages, down payments, and multiple progress invoices.
• Support change orders, retention, and formal AIA billing if configured as Payment Requests.
• Ideal for new construction, commercial projects, and multi-phase installations.

Choose the approach based on your project type and customer requirements. Service work typically uses simpler, dollar-based billing, while contract work leverages Schedule of Values and percentage completion tracking.

The invoicing approach varies based on whether your contract is time and materials or fixed-price:

Time and Materials (T&M) Billing:

• Use dollar amount billing to enter actual costs incurred.
• Bill for hours worked multiplied by hourly rates plus materials at cost (or with markup).
• Add line items for labor, materials, equipment, and other costs as specific dollar amounts.
• Create invoices weekly, monthly, or upon completion based on contract terms.
• No need for percentage completion—bill for actual work performed and materials used.

Fixed-Price Billing:

• Use percentage-based billing tied to the Schedule of Values.
• Bill based on percentage of work completed for each line item (e.g., 25%, 50%, 75%, 100%).
• Total contract value is fixed regardless of actual time or materials used.
• Often includes down payment (50%) and progress invoices at defined milestones.
• Ideal for new construction, installations, and projects with defined scope and deliverables.

Select the billing method that matches your contract type when creating each invoice. TRUE supports both approaches and can even mix them on the same job if needed (though this is uncommon).

TRUE offers flexible accounting options depending on your organization's needs. QuickBooks integration is optional, not required—you can choose the approach that works best for your business:

TRUE integrates with QuickBooks Online to automatically synchronize invoice and payment data. The sync process maintains linkage between systems and keeps accounting records current:

1. Create an invoice in TRUE and mark it as Sent (or approve it for accounting).
2. The invoice syncs to QuickBooks as a customer invoice with all line items, amounts, taxes, and customer information.
3. Record payments in TRUE—they automatically sync to QuickBooks as customer payments applied to the invoice.
4. TRUE maintains the QuickBooks Invoice ID to link records between systems.
5. Check sync status in the invoice Details Mode under QuickBooks Sync Status.
6. If sync errors occur, click the sync status to view detailed error messages and troubleshoot.

The Historical flag prevents invoices from syncing to QuickBooks. This is critical during TRUE implementation to avoid duplicating invoices that already exist in QuickBooks from your previous system:

When to Flag Invoices as Historical:

• During TRUE implementation when migrating existing invoices that are already in QuickBooks.
• For invoices created in your previous system before going live with TRUE.
• When importing historical accounts receivable data for reporting purposes only.
• For any invoice that should NOT sync to QuickBooks because it already exists there.

How the Historical Flag Works:

• Mark an invoice as Historical in the invoice Details Mode or during import.
• Historical invoices appear in TRUE for reporting and reference but never sync to QuickBooks.
• The invoice displays in TRUE aging reports and customer account history.
• Once flagged as Historical, the invoice cannot be synced—this prevents accidental duplication.

Set a cutoff date during implementation (e.g., January 1st)—all invoices before this date should be flagged as Historical, and only new invoices created after go-live should sync to QuickBooks.

The Approve Sync workflow creates an approval step before invoices and payments sync to QuickBooks. This is useful when sales teams create invoices but accounting teams control QuickBooks synchronization:

Standard Workflow (No Approval Required):

1. Sales team creates invoice and marks as Sent.
2. Invoice automatically syncs to QuickBooks (if automatic sync is enabled).
3. No approval step—invoices sync immediately upon meeting sync criteria.

Approve Sync Workflow (Approval Required):

1. Sales team creates invoice—sync status shows as Pending Approval.
2. Accounting team reviews invoices and selects Approve Sync for verified records.
3. Only approved invoices sync to QuickBooks, maintaining accounting control.
4. Accounting can reject or request corrections before approving sync.
5. Filter invoices by Pending Approval status to find records awaiting review.

Product and service mapping ensures invoice line items sync to the correct income accounts in QuickBooks. Proper mapping is essential for accurate financial reporting:

1. Navigate to Company Preferences or QuickBooks Settings in TRUE.
2. Access the Product/Service Mapping section.
3. For each TRUE product or service, select the corresponding QuickBooks Product/Service Item.
4. Map products to the correct income accounts (e.g., "Labor Income," "Materials Income," "Installation Income").
5. Set default tax codes for each product/service to ensure proper sales tax calculation.
6. Test the mapping by creating a test invoice and verifying it appears correctly in QuickBooks.
7. Update mappings if your product catalog changes or if you add new QuickBooks income accounts.

Customer mapping links TRUE customer records to QuickBooks customer records, ensuring invoices post to the correct customer accounts:

Automatic Customer Matching:

• TRUE attempts to auto-match customers based on customer name.
• If a TRUE customer name exactly matches a QuickBooks customer, they link automatically.
• Review auto-matches during implementation to verify accuracy.

Manual Customer Mapping:

1. Open the customer record in TRUE.
2. Navigate to the QuickBooks or Integrations section.
3. Select the corresponding QuickBooks customer from the dropdown.
4. Save the mapping—all future invoices for this customer sync to the linked QB customer.
5. If the customer doesn't exist in QuickBooks, TRUE can create the customer during first invoice sync.

Proper customer mapping is critical—invoices synced to the wrong QuickBooks customer require manual correction in QuickBooks and can cause accounts receivable discrepancies.

Sync errors occur when QuickBooks rejects an invoice due to missing information, mapping issues, or data conflicts. Follow these troubleshooting steps:

1. Open the invoice in TRUE and check the QuickBooks Sync Status field in Details Mode.
2. Click the sync status (if it shows "Error") to view the detailed error message from QuickBooks.
3. Read the error message carefully—it typically explains exactly what's missing or incorrect.
4. Common errors and fixes:
   • Customer not found: Map the TRUE customer to a QuickBooks customer
   • Product/service not found: Map the TRUE product to a QuickBooks item
   • Invalid tax code: Verify tax code mapping in QuickBooks settings
   • Duplicate invoice number: Invoice number already exists in QuickBooks
   • Missing required field: Complete all required fields in the invoice
5. Correct the issue in TRUE or QuickBooks as indicated by the error.
6. Retry the sync by selecting Sync to QuickBooks from the invoice actions.
7. If errors persist, contact your TRUE administrator or QuickBooks integration support.

TRUE supports both automatic and manual QuickBooks synchronization. The best approach depends on your workflow and accounting team preferences:

Automatic Synchronization:

• Invoices sync to QuickBooks automatically when marked as Sent or approved.
• Payments sync immediately when recorded in TRUE.
• Benefits: Real-time accounting updates, reduced manual work, faster accounts receivable posting.
• Best for: Organizations with accurate data entry, properly configured mappings, and high trust in sales team invoice creation.
• Risk: Errors sync immediately and may require corrections in QuickBooks.

Manual Synchronization:

• Accounting team manually triggers sync for selected invoices after review.
• Filter invoices by Not Synced status to find records ready for sync.
• Select invoices and use Batch QuickBooks Sync action.
• Benefits: Accounting oversight before QuickBooks posting, ability to correct errors before sync.
• Best for: Organizations during TRUE implementation, multiple divisions with varying data quality, or strict accounting controls.
• Drawback: Requires daily accounting team action to sync invoices, creating a manual workflow step.

Many organizations start with manual sync during implementation and transition to automatic sync once processes stabilize and data quality improves.

Batch synchronization allows accounting teams to sync multiple invoices to QuickBooks in a single operation, streamlining end-of-day or weekly accounting workflows:

1. Navigate to the Invoices module list view.
2. Use Advanced Filters to find invoices ready for sync:
   • Filter by QuickBooks Sync Status = Not Synced
   • Filter by date range (e.g., today's invoices)
   • Filter by division or user if needed
3. Select individual invoices using checkboxes, or use Select All to select the entire filtered list.
4. Click the Batch Actions button and select Batch QuickBooks Sync.
5. TRUE syncs all selected invoices to QuickBooks sequentially.
6. Review the sync results—successful syncs show Synced status, errors show Sync Error.
7. Address any sync errors individually and retry failed invoices.

TRUE's primary QuickBooks integration is with QuickBooks Online. QuickBooks Desktop integration is limited or not supported depending on your TRUE configuration:

QuickBooks Online Integration:

• Full real-time API integration with automatic synchronization.
• Invoices, payments, customers, and products sync bidirectionally.
• Sync status visible in TRUE for each invoice and payment.
• Error messages from QuickBooks appear directly in TRUE for troubleshooting.
• Recommended integration method for most TRUE implementations.

QuickBooks Desktop:

• Limited or no direct integration depending on TRUE version.
• May require manual export/import workflows or third-party middleware.
• Consult with TRUE support to determine available Desktop integration options.
• Consider migrating to QuickBooks Online for full TRUE integration benefits.

If your organization currently uses QuickBooks Desktop, discuss migration options with your TRUE implementation team to leverage the full integration capabilities.

Recording payments in TRUE updates the invoice balance, changes the invoice status, and creates payment records for accounting integration:

1. Open the invoice from the Invoices module list view or from the job record.
2. Navigate to the Payments Mode tab.
3. Click Record Payment.
4. Enter the payment amount (can be partial or full payment).
5. Select the payment method: Check, Cash, Credit Card, ACH/Bank Transfer, Wire Transfer, or Other.
6. Enter the payment date (typically today's date or the date the check/payment was received).
7. Enter the reference or check number in the Reference/Check Number field for tracking.
8. Select the bank account where funds will be deposited (if configured).
9. Add any notes about the payment in the Payment Notes field.
10. Click Save to record the payment.

The invoice balance and status update automatically. If the payment equals the outstanding balance, the status changes to Paid. Partial payments change the status to Partially Paid. Payments sync to QuickBooks automatically if integration is enabled.

TRUE supports all common payment methods for tracking how customers pay their invoices:

• Check: Traditional paper checks—enter the check number in the reference field for tracking and bank reconciliation.
• Cash: Cash payments received in person—track which team member received the payment in the notes field.
• Credit Card: Credit card payments processed through payment processors or manually entered—include last 4 digits of card in notes if needed.
• ACH/Bank Transfer: Electronic bank-to-bank transfers—enter the ACH transaction ID or confirmation number in the reference field.
• Wire Transfer: Wire transfer payments—include wire confirmation number for tracking.
• Other: Any other payment method not listed—describe the method in the payment notes.
• Credit Application: Apply existing customer credits or credit memos to reduce the invoice balance.

The payment method selected affects reporting and helps with cash management tracking. Always enter reference numbers (check numbers, transaction IDs, etc.) to aid in bank reconciliation and audit trails.

TRUE fully supports partial payments and automatically tracks the remaining balance:

1. Open the invoice and navigate to Payments Mode.
2. Click Record Payment.
3. Enter the partial payment amount (less than the total invoice amount).
4. Complete payment details (method, date, reference number) and save.
5. The invoice status automatically changes to Partially Paid.
6. The Outstanding Balance field shows the remaining amount due.
7. When subsequent payments are received, repeat the process until the invoice is paid in full.

All partial payments display in the Payments Mode tab showing the payment history. The invoice remains in Partially Paid status until the total of all payments equals the invoice total, at which point it automatically changes to Paid.

Yes, payments can be edited or deleted if they were entered incorrectly, but accounting status affects what changes are allowed:

Before Posting to Accounting:

• If the payment has not been posted to TRUE Accounting or synced to QuickBooks, you can freely edit or delete it.
• Open the invoice, go to Payments Mode, and click the payment to edit.
• Modify the payment amount, method, date, or reference number as needed.
• To delete, select Delete Payment from the payment actions.
• The invoice balance automatically recalculates when payments are edited or deleted.

After Posting to Accounting:

• Once a payment has been posted to the general ledger or synced to QuickBooks, editing or deleting may be restricted.
• Contact your accounting team or TRUE administrator to reverse posted payments.
• Reversals typically require creating a reversing journal entry rather than deleting the payment record.
• This preserves audit trails and maintains accounting integrity.

TRUE can generate professional payment receipts to provide customers with proof of payment:

1. Open the invoice and navigate to Payments Mode.
2. Locate the payment in the payment history list.
3. Click the payment to view payment details.
4. Select Print Receipt to generate a PDF receipt showing:
   • Payment amount and date
   • Payment method and reference number
   • Invoice number and customer information
   • Remaining balance (if any)
   • Company branding and contact information
5. To email the receipt, select Email Receipt and enter the customer's email address.
6. The receipt is automatically attached and sent to the customer.

Payment receipts are particularly useful for cash and check payments where customers need immediate proof of payment. Receipts can also be generated retroactively for any payment in the payment history.

Yes, TRUE supports multiple payments on a single invoice, each with different payment methods. This is common when customers split payments between payment methods:

Common Scenarios:

• Customer pays part by check and part by credit card.
• Customer makes an initial partial payment, then pays the remaining balance weeks later.
• Customer pays most of the invoice then applies a credit memo for the rest.
• Down payment (paid earlier) is applied, and customer pays the remaining balance with a different method.

Recording Multiple Payments:

1. Record the first payment using Record Payment in Payments Mode.
2. The invoice status changes to Partially Paid and shows the outstanding balance.
3. When the second payment is received, click Record Payment again.
4. Enter the second payment amount and select the different payment method.
5. All payments display in the payment history with their individual payment methods and dates.
6. When the sum of all payments equals the invoice total, the status automatically changes to Paid.

Each payment records separately for accurate cash management tracking. Payment reports show the breakdown by payment method, helping with bank reconciliation and deposit tracking.

When a customer pays more than the invoice amount, TRUE records the overpayment and provides options for handling the excess:

Recording the Overpayment:

1. Record the payment for the actual amount received (even if it exceeds the invoice total).
2. TRUE calculates the overpayment amount automatically.
3. The invoice status changes to Paid since the balance is satisfied.
4. The excess amount creates a customer credit on the customer's account.

Handling Options for Overpayments:

• Apply to Future Invoices: The credit automatically appears as available credit when creating the customer's next invoice.
• Refund the Customer: Issue a refund check or credit card refund for the overpayment amount.
• Leave as Account Credit: Keep the credit on the customer's account for use on future work.
• Create Credit Memo: Issue a formal credit memo document for the overpayment for the customer's records.

TRUE generates professional invoice PDFs called e-forms that can be emailed to customers or printed for mailing:

1. Open the invoice from the Invoices module list view or from the job record.
2. Click the Options button (or Actions menu).
3. Select E-Form or Generate Invoice.
4. The invoice e-form generates showing:
   • Company logo and contact information
   • Customer billing information
   • Invoice number, date, and due date
   • Line item details with quantities and amounts
   • Subtotal, tax, and total amount due
   • Payment history (if any payments have been applied)
   • Payment instructions and terms and conditions
5. Use customization options to show/hide specific sections if needed.
6. Click Download to save as PDF or Email to send directly to the customer.
7. Click Print to print a hard copy for mailing or filing.

E-forms are regenerated each time you access them, so they always reflect the current invoice status including any payments received after the invoice was originally created.

Yes, TRUE provides extensive e-form customization both at the company level and for individual invoices:

Individual Invoice Customization (E-Form Page):

• After generating the e-form, use show/hide checkboxes to control which sections display.
• Remove line item descriptions, taxes, or other fields not needed for this specific customer.
• Add custom notes or instructions in the Invoice Notes field visible on the e-form.
• Click Regenerate after making changes to update the PDF preview.
• These changes apply only to the current e-form generation and don't affect the invoice record itself.

Company-Wide Template Customization (Settings):

• Navigate to Settings > E-Forms or Invoice Templates.
• Upload your company logo to appear on all invoices.
• Customize header and footer text, company information, and contact details.
• Set default payment instructions and terms and conditions that appear on all invoices.
• Choose field labels and terminology to match your industry.
• Configure which fields display by default for all invoices.

Company-wide template settings apply to all invoices automatically, while individual e-form customizations allow you to adjust specific invoices as needed for particular customers or situations.

TRUE can email invoices directly to customers from within the system, automatically attaching the invoice PDF:

1. Open the invoice from the list view.
2. Click Options > Send Invoice or Email Invoice.
3. Alternatively, generate the e-form first and click Email from the e-form page.
4. The email dialog opens with:
   • Customer's email address pre-populated from their contact record
   • Default email subject line (customizable)
   • Email message template (editable for this email)
   • Invoice PDF automatically attached
5. Edit the email message if needed or add additional recipients using CC/BCC.
6. Review the attached invoice PDF to ensure it's correct.
7. Click Send to deliver the email and invoice to the customer.
8. The invoice status can be manually changed to Sent after emailing (or use automatic status update if configured).

All sent emails are logged in the invoice Email History section in Details Mode, showing when the invoice was sent, to whom, and the delivery status.

Yes, TRUE allows you to create and save custom email templates to streamline invoice communication:

Creating Email Templates:

1. Navigate to Settings > Email Templates or Invoice Settings.
2. Create a new template for invoice emails.
3. Enter a template name (e.g., "Standard Invoice Email," "Past Due Reminder," "Down Payment Request").
4. Write the email subject line using merge fields like {Invoice Number}, {Customer Name}, {Due Date}.
5. Compose the email body message with professional language and payment instructions.
6. Use merge fields to automatically populate customer-specific information.
7. Save the template for use across all invoices.
8. Create multiple templates for different scenarios (new invoice, past due, thank you, etc.).

Using Templates:

• When emailing an invoice, select your desired template from the template dropdown.
• The email populates with the template content and merge fields fill in automatically.
• Edit the email if customization is needed for this specific customer.
• Templates save time and ensure consistent, professional communication with all customers.

Marking invoices as Sent is important for tracking which invoices have been delivered to customers and for aging report accuracy:

What "Sent" Status Means:

• The invoice has been delivered to the customer (via email, mail, or in-person).
• The invoice is now officially outstanding and awaiting payment.
• Aging calculations begin from the invoice sent date (or due date) for accounts receivable reporting.
• The invoice appears in aging reports and outstanding invoice lists.
• If QuickBooks integration is enabled, "Sent" invoices may trigger automatic sync (depending on configuration).

When to Mark as Sent:

• After emailing the invoice directly from TRUE to the customer.
• After printing and mailing the invoice via postal mail.
• After hand-delivering the invoice to the customer in person.
• After sending the invoice through any other delivery method.

How to Mark as Sent:

1. Open the invoice in Details Mode.
2. Change the invoice status from Draft to Sent.
3. Save the status change.

Yes, TRUE can generate comprehensive customer account statements showing all invoice activity, payments, and current balance:

1. Navigate to the Customers or Contacts module.
2. Open the customer record.
3. Select Account Statement or Statement from the actions menu.
4. Choose the statement date range (e.g., last 30 days, last 90 days, year-to-date, or custom range).
5. The statement generates showing:
   • All invoices in the date range
   • All payments applied to invoices
   • Current balance due by invoice
   • Aging breakdown (current, 30 days, 60 days, 90+ days past due)
   • Total outstanding balance
   • Payment instructions and company contact information
6. Download as PDF or email directly to the customer.
7. Use for month-end customer communications or when customers request payment history.

Account statements are useful for customers who have multiple outstanding invoices and need a consolidated view of their account. Send statements monthly or when following up on past due balances.

Yes, TRUE supports batch emailing of invoices, allowing you to send multiple invoices to different customers in a single operation:

1. Navigate to the Invoices module list view.
2. Use filters to find invoices ready to send (e.g., Status = Draft, created today).
3. Select multiple invoices using checkboxes (one invoice per customer).
4. Click Batch Actions and select Batch Send or Batch Email.
5. Choose or customize the email template to use for all selected invoices.
6. Review recipients—TRUE uses each customer's email address from their contact record.
7. Click Send All to email all selected invoices simultaneously.
8. Each customer receives only their own invoice with personalized merge field data.
9. Invoice statuses update to Sent automatically (if configured).

Aging reports help you track which invoices are outstanding and identify overdue balances for collections follow-up:

1. Navigate to Reports > Accounts Receivable or Financial Reports.
2. Select Aging Report or AR Aging Summary.
3. Choose the aging date (usually "as of today" or a specific date).
4. Select reporting parameters:
   • Group by customer or by invoice
   • Include/exclude paid invoices
   • Filter by customer, salesperson, or invoice status
   • Choose aging buckets (typically Current, 1-30 days, 31-60 days, 61-90 days, 90+ days)
5. Generate the report to see outstanding balances organized by aging period.
6. Export to Excel for further analysis or email to management.
7. Use aging reports weekly or monthly to prioritize collections efforts on the oldest outstanding invoices.

The aging report shows you which customers have the highest overdue balances and how long invoices have been outstanding, making it essential for cash flow management and collections workflows.

TRUE offers several reports to analyze invoice revenue, sales trends, and performance metrics:

Available Sales Reports:

• Invoice Summary Report: Shows total invoiced amounts by date range, customer, or salesperson.
• Revenue Recognition Report: Displays earned revenue versus billed amounts for progress billing.
• Sales by Customer Report: Total invoiced amounts per customer for a specific period.
• Sales by Product/Service Report: Revenue breakdown by line item categories or products sold.
• Sales Tax Report: Total collected sales tax by jurisdiction for tax remittance.

Running Sales Reports:

1. Navigate to Reports > Sales Reports or Financial Reports.
2. Select the desired report type.
3. Choose the date range (month-to-date, quarter-to-date, year-to-date, or custom range).
4. Apply filters as needed (customer type, salesperson, product category, invoice status).
5. Generate the report to view revenue summaries and breakdowns.
6. Export to Excel, PDF, or email to stakeholders.

TRUE provides multiple export options for invoice data, allowing you to work with invoice information in external applications:

Export Formats:

• Excel (.xlsx): Full invoice data export with formatting for analysis and pivot tables.
• CSV: Comma-separated values for importing into other systems or databases.
• PDF: Individual invoice e-forms or batch PDF export for customer delivery.
• QuickBooks IIF (if enabled): Export format for manual import into QuickBooks Desktop.

How to Export Invoice Data:

1. Navigate to the Invoices module list view.
2. Apply filters to select the invoices you want to export (date range, customer, status).
3. Click Export or Options > Export.
4. Choose your export format (Excel, CSV, or PDF).
5. Select which fields to include in the export (invoice number, date, customer, amount, status, etc.).
6. Click Generate Export or Download.
7. Open the exported file in Excel, your accounting software, or other applications.

Exports are useful for external analysis, importing data into third-party systems, or creating custom reports not available within TRUE's standard reporting suite.

Use the Invoices module's powerful filtering capabilities to quickly identify invoices requiring collections attention:

Common Collections Filters:

• Status: Filter for Sent or Outstanding invoices (excludes drafts and paid invoices).
• Due Date: Select invoices where due date is before today to find overdue balances.
• Days Past Due: Filter by aging brackets (e.g., 30+ days past due, 60+ days past due).
• Balance Due: Show only invoices with outstanding balances greater than $0.
• Customer: Focus on specific customers with payment issues.
• Assigned To: Filter by salesperson or account manager responsible for the customer relationship.

Creating a Collections View:

1. From the Invoices module, click Filter or Advanced Filter.
2. Add filter criteria for past due invoices (e.g., Due Date < Today AND Status = Outstanding).
3. Sort by Days Past Due (descending) or Balance Due (highest to lowest).
4. Save this filter as a custom view named "Collections Queue" or "Past Due Invoices."
5. Add columns for Customer Phone, Email, Last Payment Date for quick reference.
6. Use this saved view daily or weekly to prioritize collections calls and emails.
7. Export the filtered list to Excel for tracking follow-up actions and notes.

Before creating invoices in TRUE, ensure these core settings are configured:

Accurate sales tax configuration ensures TRUE calculates the correct tax amounts on every invoice:

Invoice numbering is critical for accounting compliance and provides a unique identifier for every invoice:

Automatic Numbering (Recommended):

1. Navigate to Settings > Invoice Settings or Numbering Sequences.
2. Select Automatic Numbering for invoices.
3. Set the starting number (e.g., 1, 1000, 10001).
4. Choose a prefix format:
   • INV-{number} → INV-0001, INV-0002, INV-0003
   • INV-{year}-{number} → INV-2025-0001, INV-2025-0002
   • {customer}-INV-{number} → ACME-INV-0001
   • {branch}-INV-{number} → NYC-INV-0001 (for multi-location companies)
5. Set the number of digits with leading zeros (e.g., 4 digits = 0001, 0002, 0003).
6. TRUE automatically increments the number with each new invoice.
7. Automatic numbering ensures sequential, gap-free numbering for audit compliance.

Manual Numbering:

• Select Manual Numbering if you need to control invoice numbers yourself.
• Users enter the invoice number when creating each invoice.
• TRUE validates for duplicates to prevent conflicts.
• Manual numbering is less common and not recommended unless you have specific business requirements.

Best Practices:

• Use automatic numbering to avoid gaps and ensure compliance.
• Choose a format that includes the year for easy chronological identification.
• Never change numbering sequences mid-year unless required by accounting policies.
• If you migrate from another system, start with a number higher than your last invoice to avoid duplicates.

Follow these proven best practices to optimize your invoicing workflow, reduce errors, and improve cash flow: