Invoice Management
Once created, invoices move through a lifecycle. The Invoice Management view gives you full visibility over your billing pipeline.
Invoice Lifecycle
Draft → Sent → Viewed → Paid (or Overdue → Written Off)
| Status | Colour | Meaning |
|---|---|---|
| Draft | Grey | Created but not yet sent |
| Sent | Blue | Delivered to client |
| Viewed | Purple | Client has opened the email/PDF |
| Partially Paid | Orange | Some payment received |
| Paid | Green | Fully paid |
| Overdue | Red | Past due date, not paid |
| Written Off | Dark Grey | Marked as uncollectable |
| Cancelled | Light Grey | Voided |
Invoice List
The billing dashboard shows all invoices with:
| Column | Description |
|---|---|
| Invoice # | Unique invoice number |
| Entity | Client entity |
| Date | Invoice date |
| Due Date | Payment deadline |
| Amount | Total invoice amount (inc. VAT) |
| Status | Current lifecycle status |
| Paid | Amount paid to date |
| Balance | Outstanding amount |
Filtering
- By status — Draft, Sent, Overdue, Paid, etc.
- By entity — filter to one client
- By date range — custom period
- By amount — above/below a threshold
Invoice Actions
| Action | Available When |
|---|---|
| Edit | Draft only |
| Send | Draft or resend |
| Download PDF | Any status |
| Record Payment | Sent, Overdue |
| Add Credit Note | Sent, Paid |
| Cancel | Draft, Sent |
| Write Off | Overdue |
Credit Notes
To issue a credit against an invoice:
- Open the invoice
- Click Add Credit Note
- Enter the credit amount and reason
- The invoice balance adjusts automatically
Ageing Report
The ageing report shows outstanding invoices grouped by age:
| Age Band | Description |
|---|---|
| Current | Not yet due |
| 30 days | 1-30 days overdue |
| 60 days | 31-60 days overdue |
| 90 days | 61-90 days overdue |
| 90+ days | Over 90 days overdue |