Invoices¶
Create invoices from completed orders, track payments, and export for accounting.
Overview¶
The Invoices page is where you manage the billing cycle — from creating invoices for completed orders to tracking payments and exporting data for your accounting system.
- Create invoices from completed orders
- Email invoices directly to customers
- Track payment status — New, Invoiced, Paid, Partially Paid
- Monitor overdue invoices — Past Due, 30+, 60+ day filters
- Export to CSV, Excel, or QuickBooks format
Quick Start¶
- Go to Invoices from the left menu.
- Click Create Invoice (or create from a completed order).
- Review the invoice details and charges.
- Click Send to email it to the customer.
Access & Permissions¶
| Role | Access |
|---|---|
| Admin / Manager | Full access — create, edit, send, delete |
| Accountant | Full access |
| Dispatch | View only |
How to get there:
- From the left menu, click Invoices
Invoice Filters¶
The filter bar at the top helps you manage your invoice pipeline:
Payment Status¶
| Filter | Shows |
|---|---|
| All | All invoices |
| All Unpaid | Everything that hasn't been fully paid |
| New | Invoices created but not yet sent |
| Invoiced | Sent to the customer, awaiting payment |
| Paid | Fully paid invoices |
| Partially Paid | Invoices with partial payments recorded |
Overdue¶
| Filter | Shows |
|---|---|
| Past Due | Any invoice past its due date |
| Past Due (30+ days) | Invoices overdue by 30 or more days |
| Past Due (60+ days) | Invoices overdue by 60 or more days |
Invoice List Columns¶
The invoice list shows:
| Column | Description |
|---|---|
| Invoice # | Unique invoice number |
| Invoice date | Date the invoice was created |
| Company | Customer company name |
| Invoice Total | Total amount including taxes |
| Due date | Payment due date based on invoice terms |
| Last Payment | Date of the most recent payment |
| Total Paid | Amount paid so far |
| Checks | Associated check numbers |
| Status | New / Invoiced / Paid / Partially Paid |
| Sent date | Date the invoice was emailed |
The footer row shows the total count and sum of all invoices matching the current filter.
Sending Invoices¶
To email an invoice to a customer:
- Find the invoice in the list.
- Click the Email action on the invoice row.
- The invoice is sent to the customer's Accountant Email (configured on the customer profile).
- The invoice status automatically changes to Invoiced.
Tip
If you send an invoice multiple times, subsequent emails are marked REVISED to indicate an updated version.
Recording Payments¶
Pay in Full¶
Click the Pay in Full action on an invoice to record full payment. The Paid Date is set automatically.
Partial Payments¶
Record partial payments against an invoice. The status changes to Partially Paid and the Total Paid column updates.
Bulk Payment Updates¶
Use Audit Payments to review and update payments across multiple invoices at once.
Exporting Invoices¶
Click the Export dropdown on the Invoices page:
| Option | Format | Description |
|---|---|---|
| CSV | .csv | Comma-separated values for spreadsheets |
| Excel | .xlsx | Native Excel format |
Select the year and format, then click Export.
QuickBooks Export¶
If your company uses QuickBooks, you can export invoices in a QuickBooks-compatible format for direct import into your accounting software.
Invoice Discrepancies¶
The discrepancies feature helps identify payment mismatches — invoices where the amount paid doesn't match the invoice total. This is useful for reconciliation and month-end close.
FAQ / Troubleshooting¶
Customer didn't receive the invoice email¶
Solution
Check the customer's Accountant Email field in their company profile (Customers > Edit). Also verify your email settings in Settings — the Invoice Mailer must be configured correctly. You can use the Test Email Configuration feature in Settings to verify.
Can't create an invoice — no orders available¶
Solution
Only Completed orders that are not yet invoiced can be added to an invoice. Check the order status on the Orders page. If the order is still Dispatched, it needs to be completed first.
Invoice shows wrong charges¶
Solution
Invoice charges come from the order. Edit the order to adjust the base rate, terminal fees, or fuel surcharge, then regenerate the invoice. Automatic charges (terminal fees, fuel surcharge) are recalculated based on the order's terminal and delivery date.
Screenshots Needed¶
Screenshots to capture
- Invoices list page — showing filter tabs (All Unpaid / Past Due / New / Invoiced / Paid), a few invoice rows, and the total footer
- Invoice detail — showing the invoice with line items, charges, and payment section
- Export dropdown — showing the year selector and CSV/Excel format options
- Bulk Audit Payments — the audit payments view (if visually distinct)