This section focuses on how to manage, edit and process Invoices & Bookings once you have created them.
First, navigate to the Invoices & Bookings Dashboard by going to Sales>Invoices & Bookings.
The possible Statuses of an Invoices & Bookings are:
From there you can select the estimate that you want to edit by just clicking on the invoice within the list.
Also, if you select a client by clicking on the box on the left, a feature appears where you can Record Payment. For more info go to Recording Payments.
In the sections below we will cover available functions by each Invoices & Bookings Status.
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.
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- Once you click 'OK,' the estimate is immediately emailed to the client
Client view of the email:
- For more on the Client Portal experience go to What Can My Clients Do In The Portal?
- View Invoice
- Allows you to preview what the client will receive.
- Edit
- Cancel Invoice
- Copy Invoice
Issued Invoice
An Issued Invoice has been approved and ready for payment.
Functions available for an Issued Invoice.
- Charge
- Short-cut that allows you to quickly process a credit card payment for the invoice.
- Provides you option to send receipt to your client.
- Record Payment
- Allows you to record payment through the following methods:
- Cash
- Credit Card
- Bank Transfer
- 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 in Issued.
- Allows you to record payment through the following methods:
- View Invoice
- Allows you to preview what the client will receive.
- Send reminder
- Sends reminder email to the client with the status of the invoice.
- Copy Invoice
- Allows you to copy an estimate, assign to any client and edit after creating a new estimate.
- 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
- Copy Invoice
- Cancel Invoice
Paid Invoice
A Paid invoice has been fully paid.
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.
- Send to Client
- Below is the email a client receives.
- Action the client takes will send them to the Client Portal.
- For more info on the Client Portal functionality see What Can My Clients Do in the Portal?
- Copy Invoice
Canceled Invoice
A Canceled invoice cannot be acted upon except for historical purposes. Note: Canceling and invoice does not refund the customer. To learn about refunds, see this article.
Functions available for a Cancelled Invoice.
- View Invoice
- View Invoice
- Allows you to preview what the client will receive.
- 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.