This article focuses on how to manage, edit and process Invoices once you have created them. In the sections below we will cover available functions by each invoice status. Got a quick question? Check out our Invoice FAQs. 

 

The statuses of an Invoices & Bookings are:

• Draft
• Not Yet Due
• Due
• Paid
• Overdue
• Canceled
• Archived

 

Let's get started! First, navigate to the Invoices & Bookings Dashboard by going to Sales > Billing & Invoicing. 

Use the filters on the right-hand side, to sort invoices by status. From there, you can select the invoice that you want to edit by just clicking on the invoice within the list.

 

Draft Invoice

A Draft Invoice has not been shared with a client and is fully editable.

Functions available for a Draft Invoice:

• Approve Draft
  • When you click on Approve Draft, you will get the following pop-up confirming that you want to issue the Invoice and whether you want to send an Email to a client. Once you click 'OK,' the invoice is immediately emailed to the client

• View Invoice
  • Allows you to preview the PDF version of what the client will receive.

• Edit
  • Allows you to add or remove line items from the invoice.
• Cancel Invoice
  • Cancels the full invoice and balance due.
• Print
  • Opens a print-friendly format that will allow you to print or save the invoice as PDF. 
• Copy Invoice
  • Creates a duplicate of the invoice. This is perfect if you are issuing very similar invoices to multiple clients. 

 

Not Yet Due Invoice

An invoice with the status 'not yet due' is a payment that is associated with an appointment that is set to happen in the future. The appointment/invoice will change to due on the day of the appointment. 

 

Due Invoice

An issued invoice has been sent to the client and is ready for payment. 

Functions available for an Issued Invoice.

• Take a Payment
  • This action will bring you to this pop up that and you can choose from the following actions: 
    • Send payment link
    • Charge a credit or debit card
    • Record a payment

• Send a payment link
  
  • Need to send a reminder to your clients about an invoice? No problem! Thryv has you covered with a quick and easy way to send a payment link to the client via SMS/text or email!

• Charge
  • Quickly process a credit card payment for the invoice & issue a receipt (optional).

• Record Payment 
  • Record payment an offline payment* through the following methods
  • Cash
  • Credit Card
  • Bank Transfer
  • ACH
  • Check
  • Paypal
  • Other
  • If full payment is paid the invoice status will change to Paid.
  • If a partial payment is paid the invoice status remains as Issued.

• View Invoice
  • Preview the client's view of the invoice.

• Send reminder 
  • • Send a reminder email to the client for a due invoice.

• Edit
  • Allows you to fully edit your invoice including adding/removing items.
• Archive
  • This puts the invoice in historical status and no longer visible in the Invoices & Bookings Dashboard.
• Send to client
  • This option sends a notice to the client that the invoice is due. The invoice is sent via email by default, but you can also send via SMS/text as well if you have that feature enabled. 
• Copy Invoice
  • This option creates a duplicate of the invoice. This is perfect if you are issuing very similar invoices to multiple clients.
• Cancel Invoice
  • This option cancels the invoice and the payment request. The contact will receive an email notification when an invoice is canceled.  To remove the invoice from the contact's history completely, archive it. 

 

Overdue Invoice

An invoice with the status overdue is an invoice that is past due for payment. 

Once an invoice becomes overdue,  this is an option to send the staff member that issued the invoice a reminder to follow up with the client or to send a reminder to the client that the invoice is now overdue. To set your preference for this setting, go to settings > auto client messages & SMS > Payments. 

 

Paid Invoice

An invoice with the status paid has been paid in full.

Functions available for a Paid Invoice.

• View Payments
  • View all payments made for an invoice.

• View Invoice
  • Allows you to preview what the client will receive.

• Print
• Send to Client
  • Below is the email a client receives.
  • View Receipt takes the client to the Client Portal.

 

Canceled Invoice

A Canceled invoice cannot be acted upon except for historical purposes. Note: Canceling an invoice does not refund the customer. To learn about refunds, see this article. 

 

Functions available for a Cancelled Invoice.

• View Invoice
  • Allows you to preview what the client will receive.

• Print
• Archive
  • Archiving an invoice will remove it from your payments summary page.

 

Archived Invoice

An Archived invoice is removed from the Invoices & Bookings Dashboard.  Only Issued Invoices can be archived.

 

Functions available for an Archived Invoice.

• Reopen 
  • Reinstate invoice to Issued Status.

 

FAQs

How do I delete an invoice?

Thryv does its best to keep a full history of your interactions with contacts in Thryv so it does not have a delete option. To remove an invoice from a contact card, it will need to be archived. 

Only invoices in cancelled status can be archived. So if an invoice has been sent to a client but needs to be removed from their client history, the invoice will need to be cancelled then archived. FYI: If an invoice is cancelled by the business in Thryv, no notification is sent to the client. 

 

How do I find all the invoices for a contact? 

You can view all invoices issued to a contact by searching their name from the Billing & Invoices tab.