Invoice Functionality

The invoice system is a powerful function built into core Clientl to easily allow you to send quotes and invoices for your services.

Invoice List

When you click on the invoices button, you will see all of the invoices in the system for all customers. The default layout is the card layout, which will allow you to quickly visualize the important aspects of all invoices, including: the invoice type (Draft, Quote, Invoice), the payment status (Paid, Partial), the due date of the invoice, the invoice number, the total amount due, the remaining balance, and the customer name. The list of invoices is infinitely scrolling, so if you have a lot of invoices, you can scroll and additional invoices will be added as you scroll. Invoices are organized by creation date, so the most recently created invoice will be at the top of the page, while the oldest invoice will be further down.

Pro Tip: Consider archiving invoices that have been paid. You will still be able to access archived invoices and they will still tabulate into any calculations and reports, but it will help you keep the invoice page from becoming too large.

The card layout of the invoices page shows all of the important elements for the invoices in a card

The list layout of the invoices page shows all of the important elements for the invoices in a table

Pro Tip: If you prefer the list format, you can either click the layout icon on the page or you can edit the default layout style in owner dashboard.

Invoice Search

The invoice screen contains a built in search engine that will allow you to search the invoices by invoice number. You can enter a full invoice number, or a partial invoice number (such as the customers initials) and any invoices that match the search terms will be displayed. Similar to other searches throughout the application, the results displayed are organized by match percentage from highest to lowest.

Invoice Filtering

The invoice screen contains options to filter the invoice list to quickly display the invoices that meet the selected criteria.

You can filter by the following options:

• Status

  • Draft - this will display all invoices that are currently in the draft status.

  • Quote - this will display all invoices that are currently in the quote status.

  • Invoice - this will display all invoices that are currently in the invoice status.

• Payment

  • Paid - this will display all invoices that have been marked as paid.

  • Unpaid - this will display all invoices that are in the status of 'Invoice' and are not marked as paid.

• Due

  • Today - this option will display all invoices that have a due date of today's date.

  • Overdue - this option will display all invoices that are currently past their set due date.

• Archived - selecting this option will show any invoices that are currently archived.

Invoice Options

When you select one or many invoices by clicking on the checkbox of any invoice, the layout icon will change to a menu icon and you are presented with options based on the number of invoices selected.

The Invoice Options menu as displayed when a single invoice is selected

Because there are different options for single invoices versus many selected invoices, the options menu will dynamically change based on the number of selected invoices. When a single invoice is selected you can perform the following actions:

• Invoice Options

  • Preview - opens a preview of the invoice in a new window that shows how the invoice looks based on the selected theme for the invoice that you have selected for the invoice or in your Owner Dashboard settings.

  • Edit - this will open the edit window to allow you to make changes to the selected invoice.

  • Notes - this will open the notes window to allow you to enter a note about the invoice. Notes are not visible to the customer - only to your Clientl users.

• Invoice Actions

  • Email Invoice - this option is visible if the selected invoice's customer has an email address on file and will allow you to quickly send a message to the invoice's customer. The default email template sends the invoice details to the customer. You can edit the template email from the send email screen that pops up.

  • Download as PDF - opens the invoice in a new window, which will allow you to print or download the invoice as a pdf.

  • Print Invoice - opens the invoice in a new window, which will allow you to print or download the invoice as a pdf.

• Payment Options

  • Enter Payment - opens the payment window to allow you to enter a payment for the selected invoice. The payment will be automatically logged and will allow you to print out a receipt for the customer.

  • Edit Payments - opens the payment history window to allow you to modify any of the payments that have been made for this particular invoice. This option will only show if payments have been entered for this invoice, obviously, if no payments have been made then there are no payments to edit.

  • Invoice History - opens the invoice history window to show all of the activity on the particular invoice, such as payments, edits, and other important changes.

• 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.

• Delete

  • Delete - opens up the deletion confirmation screen. This will allow you to delete the invoice completely from the system.

The multi-selected Invoice Options screen will look slightly different and have options that can be performed in bulk.

The bulk Invoice Options menu will have limited options that can be performed in bulk for invoices

When multiple invoices are selected, you can perform the following bulk options to all selected invoices:

• Archive

  • Archive - this option will only show if the selected invoices are currently not archived. Selecting this option will mark the invoices as archived and will only show them from the archive filter.

  • Unarchive - this option will only show if the selected invoices are currently archived. Selecting this option will mark the invoices as unarchived and will allow the invoices to show in the default list of all invoices without filtering to the archived invoices.

• Delete

  • Delete - opens up the deletion confirmation screen. This will allow you to delete the selected invoices completely from the system.