Purpose

Track sales invoices for jobs and outstanding debts for accounts receivable. With progress billing, invoice exact amounts or by percentage complete, then generate the invoice eForm to print or send to the customer electronically. Track payments applied to invoices and prepare invoices for approval for accounting or syncing to QuickBooks.

Note: Invoicing for Contracts may be found under the Contract record, Financial tab.

Invoices Module List View

The Invoices module lists all active invoice records, which can be filtered using the button bar at the top of the screen or the search options below. Users can track every aspect of the invoice including stages, payments applied, status, generating eForms, and accounting status.

Button Bar

Searching and Filtering

• Search field: Search for a specific client account name, stage, job or invoice ID number.
• Button Actions:
  • All: Filters and displays all active invoice records.
  • Favorites: Filters all active invoices marked as Favorite by the logged-in user.
  • Paid: Filters all active records marked as Paid.
  • Unapproved: Filters all active invoice records not marked as Approved.
  • Pending: Filters all active invoice records set for Pending Sync or Pending Entry.
  • Archive: Filters all records with the Archive indicator checked.

Batch Actions

• Omit: Remove chosen records from display.
• eForm: Generate and send eForms for multiple Invoices.
• Stage: Modify the "Stage" of selected Invoice records.
• Sent: Mark all selected Invoices as "Sent".
• Paid: Mark all selected invoices as Paid.
• QuickBooks: Apply QuickBooks related button actions.
• Archive: Archives the selected records.
• Delete: Permanently deletes the selected records.

Export Records 

Download a CSV file containing client name, job ID, invoice ID, status, subtotal, tax, total, paid, and remaining balance.

Reports

• Basic: Displays client, stage, job ID, invoice ID, status, tax, total, paid, and remaining balance.
• Aging Report: Displays the date for the aging report.

Dynamic Grid

Select to enable the alternative list view called Dyanmic Grid. Display only the columns and fields of data that you want.

"⚙️" Icon

• Commission Export: Provides a list of Invoices that determines commission amounts from the related Job's commission breakdowns.
• Sales By Product Code: Provides a list of all Cost Codes and dollars amounts based on the Active List of Invoices.
• Sales By Invoice Item: Provides excel report of every line item of every Invoice from the Active List in Invoices.
• Sales By Product: Report by Product and Invoice number for every record in the Active List. This report is typically generated for firms that track Product sales for inventory purposes.

Record Options (≡ Icon) 

Options to add as favorite, obtain Email Capture code, view job record, mark as paid, omit from list, or delete the record.

Selected Invoice Record

Detailed view of an individual invoice record.

Button Actions

Options

• Select eForm: Generate an invoice eForm.
• Assigned: Assign users to the invoice record.
• Void: Void the current invoice.
• Point of Sale: Accept payment via credit card (requires Stripe integration).
• Receipt: Send a receipt for the invoice.
• View Shipping: Open related Shipping records.
• Custom App: Launch custom invoicing workflows (if applicable).
• Delete: Permanently delete the invoice record.

Items Mode

Used to view associated items to be invoiced.

• #: Adjust the order of line items.
• Product/Service: Displays the Product/Service or manually entered line item.
• Qty/Hrs: Displays the total quantity for material items, or hours for labor items for the selected item.
• Price/Rate: Displays the calculated pricing rate for the line item. Determined by costs, markups and all related fields.
• Balance: Displays remaining balance.
• Total Amount Paid: Displays total paid amount.
• Subtotal/Tax/Total: Displays at the bottom right corner.

Details Mode

• Client Account or Job: Edit client or job information.
• ID: Adjust ID numbers manually.
• Customer ID: Enter text for a custom ID.
• Class: Set the Class for financial reporting.
• Invoice Date: Edit the invoice date.
• Terms: Set payment terms.
• Due Date: Set or calculate the due date.
• Shipping: Link to an existing Shipping record.
• Credit Card Fee: Enter credit card fee if applicable.
• Tax Type: Set tax options.
• Description: Enter or edit invoice description.
• Tax Exempt: Toggle tax exempt status.
• Archive: Mark record for archive.

Payments Mode

• Type: Displays transaction type (e.g., Receipt, Disbursement, Merchant).
• Method: Displays payment method.
• Date: Shows date of payment entry.
• Description: Short description of the payment.
• Accounting: Displays accounting status of the transaction.
• Amount: Shows total transaction amount.
• View Transactions: Navigate to linked Payments and Credit Applied Transactions.
• Apply Credits: Apply open credits to an Invoice or Bill.
• Batch Select (QuickBooks): Approve payments for QuickBooks Sync, update existing records, or resync.