The list
Open Invoices. Nothing is filtered until you press Search; the filters are kept in the address, so you can bookmark or share a filtered view.
- Filters: invoice number, series (if you have defined any), client, company, email, status, and a created-date range. The date range is on the created date, not the due date.
- Rows show number, client, company, status, total and due date, ten per page, newest first. There are no bulk actions, sorting controls or export.
- Cards: Total Paid (received minus refunds), Outstanding (sent, overdue and partly paid, minus write-offs), Total Invoices (the filtered set, all currencies) and Awaiting confirmation (bank-transfer evidence not yet confirmed; click it to filter). They follow the filters and the Active or Trash tab.
Creating an invoice
New Invoice asks for a client name (required), email, company, billing address, due date, tax rate, number series and notes. Tick Select from customers to fill the details from a customer record; they are then locked, and the customer can see the invoice in their portal. Leave the due date and tax rate empty to use the defaults from Invoice settings. Line items are added on the invoice page while it is a draft. Currency is the site currency.
The invoice page
- Status dropdown, Download PDF, and a More actions menu.
- Edit (drafts only), Send (draft, sent or overdue; needs the client's email), Copy payment link (sent, overdue or partly paid), Write off bad debt, Refund, Move to Trash.
- Line Items: add, edit and remove while the invoice is a draft. Quantity is a whole number and the price cannot be negative. Tax is one percentage for the whole invoice. An item can carry a discount (amount or percentage, shown under its amount), and Edit has an Invoice discount for the whole invoice, shown in the summary before tax. A yearly plan or a sale item may show its regular price for comparison; that is information only.
- Payments, Installment Plan and Accounting entries (shown if you can read accounting).
- Bank transfer proof, when the customer submitted one, with Confirm bank transfer payment.
Sending a draft marks it sent first and then emails the PDF. If the email cannot be delivered the invoice stays sent and a warning appears; check the mail settings and send again.
Trash
Only a draft or cancelled invoice with no payments can be moved to Trash. From the Trash tab, Restore needs the delete permission and Delete permanently needs the purge permission, and it removes the lines and instalments with it. An invoice that ever had a payment cannot be deleted.
Permissions
invoices.read to view and download, invoices.write to create, edit, record payments and set status, invoices.send to email and copy payment links, invoices.delete and invoices.purge for the Trash, invoices.writeoff, invoices.refund, and invoices.settings.read and .write for Settings. Admins have them all; other roles need them granted. Some actions also need your plan to include invoice sending.