Invoices

Create, send and track invoices.

Who can use this page

Permission needed: View invoices (view_invoice).

Roles that have it by default: Finance Manager.

To make changes: Add invoices (add_invoice). Roles: Finance Manager.

Superusers can always open it. Your administrator can also give the permission to a custom role.

Invoices lists every invoice with its client, dates, total, balance due and status: Draft, Awaiting payment, Overdue, Paid or Cancelled. Search and filter by status.

Create an invoice

Select Add invoice, choose the client, and fill in:

• What is billed: the service or resources, hours and rate, plus any additional line items. On each line, pick a named tax from the list to fill in its percentage, or type one yourself. Named taxes are set under Tax rates in Organization settings, and a line keeps the percentage it was issued with.
• Details: issue date, due date, currency (any currency; it starts as the client's invoice currency, or your organization's), reference and notes or footer message. The invoice number is given for you, following the pattern set under Numbers and codes in Organization settings.
• Banking information: which bank account to pay into, or other details for this invoice only.
• Repeat: optionally make it recurring (daily, weekly, monthly or yearly), ending on a date or after a number of sends.

Save it as a draft, then review it. Preview PDF and Download PDF show the finished document.

Send and track

• Email to client: pick the contacts to send to, with optional cc. Schedule send queues it for a date; scheduled emails are listed in Scheduled emails.
• Mark as sent: use when you delivered it yourself.
• Record payment: add a payment with its date and amount. Remove it if it was a mistake. The balance due updates.
• Issue credit note: take an amount off the invoice without a payment, with a reason.
• Cancel invoice or delete draft when it shouldn't go ahead.

Only drafts can be deleted. A sent invoice is cancelled instead, so the record stays.

List and table controls

The list keeps invoice identity, Total, Balance and Status together. Client names appear under invoice numbers. Secondary fields hide on smaller screens; Open remains available. Search and view scopes remain in the URL, and matching invoices use pagination.