Invoice Details
Clicking on any invoice will display the invoice details with more detailed information about the invoice that you have selected.
Last updated
Clicking on any invoice will display the invoice details with more detailed information about the invoice that you have selected.
Last updated
The default screen when you click on any invoice is the 'Invoice Details' screen, which will display all of the detailed information about the invoice. These are the details that were entered at the time of invoice creation.
At the top of the invoice details page, there is a persistent window that will be displayed across all of the invoice tabs. This is known as the 'Invoice 360' because it will give you a quick view of the invoice at all times while you are viewing the selected invoice.
In the Invoice 360, you can view the following elements:
Customer name
Action Buttons
Note - click this to enter a note to the invoice. Notes are only visible to your users and not visible to the customer. This will help you to stay on the same page regarding a particular invoice or remember important details.
Enter Payment - this will bring up the payment window to allow you to quickly enter a payment to the selected invoice.
Reminder - this option will only be available if the customer has an email address on file. If they do have an email on file, this will allow you to send a reminder email to the customer quickly from the Invoice 360 section.
Total - the total will display the current total of the invoice. If you make any changes to the invoice that will impact the total, this field will update automatically to reflect the correct total.
Total Remaining - this displays the amount that the customer has outstanding on the selected invoice. As payments are added, this number will decrease accordingly.
Payments - this indicates the number of payments that the customer has made. If they paid the invoice in full in one payment, then this will always show 1 for the selected invoice, but if they made multiple payments, you can see those here.
The invoice options dropdown will present you with several options that you can perform quickly with the selected invoice. Those options include:
Invoice Options
Preview - this will open up a new window with a preview of the invoice using the selected template for the invoice or your account.
Invoice Actions
Email Invoice - this option is only present if the customer associated with the invoice has an email address on file. If they do, you can send an email with the details of the invoice. A template email will automatically be generated, but the entire email is editable prior to sending. Any emails that are sent will automatically be logged in the invoice notes section.
Download as PDF - selecting this will open the invoice preview in a new window that has various options, such as saving as PDF and printing.
Print Invoice - selecting this will open the invoice preview in a new window that has various options, such as saving as PDF and printing.
Archive
Archive - this option will only show if the selected invoice is currently not archived. Selecting this option will mark the invoice as archived and will only show from the archive filter.
Unarchive - this option will only show if the selected invoice is currently archived. Selecting this option will mark the invoice as unarchived and will allow the invoice to show in the default list of all invoices without filtering to the archived invoices.
The invoice history screen will show you a history of all actions that have been taken on the selected invoice. The log will show the date and time that the action was taken, who completed the action, and what the action was. The invoice history screen is not editable, which helps you ensure that no one is tampering with your invoice logs, so that you can view an unedited history of all invoice actions. The types of things that are logged are: invoice creation, invoice updates, invoice payments, deleting invoice payments, and adding and removing lines from the invoice.
The invoice payments screen will show all of the payments that have been entered for the selected invoice. Additionally, payments can be entered for the invoice using the 'Add Payment' button found on this page. Below are some of the main features that can be seen on this screen:
Payment date - all payments are logged at the time that they are entered into the system. The payment date will show when an invoice was entered.
Payment amount - the payment amount will show the total amount of the payment. This amount will be automatically deducted from the invoice balance. When an invoice has a remaining balance of $0, the invoice will automatically be marked as paid in the system.
Payment detail - the details of the payment will include the type of payment and any note that you have entered to go along with the payment.
Receipt - the receipt will show you a printable receipt that you can give to the customer to show that their payment has been applied to the invoice.
Add payment - from this screen you can click on the 'Add Payment' button to add a payment to the selected invoice. The window that pops up will automatically enter the entire balance due for the invoice, but you can edit how much the customer is paying toward the invoice.
Receipt
For all payments, you can obtain a receipt that shows the customer's payment toward the invoice. The receipt is automatically generated with no action from you and shows you the details of the payment and the remaining balance due of the invoice. If at any time you print a receipt for a previous transaction the receipt is automatically updated to show the current balance due, etc.
Pro Tip: The payment receipt is automatically generated using some of the details from your company settings, such as your light background logo, your company name, and your company address. If any of the details on a receipt do not look correct, be sure to check the company settings screen under your Owner Dashboard.
Payment Menu
The payment menu can be access by clicking on the menu icon next to each payment from the Payment History screen.
Some of the actions that can be taken from the payment menu include:
Edit - allows you to edit the selected payment. You can modify the notes about the payment and even the payment amount. All actions taken when editing a payment are logged in the invoice history.
Email Receipt - allows you to send an email to the customer with the payment details. As in other areas of the application, if the customer does not have an email address on file, this option will not be present because sending an email is not possible.
Delete - this will allow you to delete a payment. As with other payment changes, this action is logged in the invoice history.
Notes contain private details that have been entered for an invoice to give employees a quick way to learn about the entire invoice. As with other notes sections across the application, some notes are automatically logged, such as emails sent to the customer, so that you can retain a record of all communication around the invoice. The notes are editable and can be deleted. From the notes screen, you can see the details of all notes for the selected invoice, such as the sender/logger of the note, the note date, and the text of the note or email.
In addition, custom notes can be added from this screen by clicking on the 'Add Note' button and opening the notes popup, which will allow you to type in any note that you want about the particular invoice.
The notes screen is an infinite scrolling screen with the most recently logged note at the top. If you want to see older notes, simply scroll down the page and additional notes will be loaded as you scroll. There is no need to click any buttons to load more notes, you can simply scroll.
Pro Tip: Be sure to log important actions taken on the selected invoice, such as if a payment is deleted. Even though when a payment is deleted from an invoice, the invoice history automatically logs the change, you may want to use the notes section for a more detailed reasoning for deleting the note, so that you have clear details surrounding the changes that you make.
Any invoice can be edited. You can modify any of the fields, such as summary, due date, status, discount, or even the individual invoice lines. Any changes that you make will automatically be logged in this invoice history and will update the total and remaining balance fields automatically, so that you never have to worry about the math associated with your changes.
