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The Invoices Area at a Glance

Updated

The Invoices area is organized into three tabs across the top:

  • Overview — your invoice dashboard: totals, a chart of invoices issued in the selected year, and the full list of invoices with their statuses and balances. This is also where you click New Invoice and Bulk Actions.
  • Recurring — your recurring invoice templates, each with its next run date and amount (see 6.8).
  • Configure — every invoicing setting, from your company details and default values to fees and online payments (see 6.3).
The Invoices Overview tab: totals, the yearly chart, the New Invoice button, and the invoice list.

The Overview tab opens first and shows:

  • A Total Open figure (the sum of all unpaid balances) and a Total Paid Amount (the amount paid on invoices issued in the selected year).
  • A bar chart headed Invoices issued in [year], with Paid and Open amounts stacked per month. When you have invoices from more than one year, arrow buttons appear on either side of a This Year button so you can step back and forward through the years; the totals card follows the year you pick.
  • A search box — Search by ID or client name… — to find an invoice quickly.
  • Three list tabs, each with a count: Open, All Invoices, and Extra Items (see below).
  • A New Invoice button (top-left) and a Bulk Actions button (top-right of the page) for acting on many invoices at once.

Note: The Total Open / Total Paid Amount card and the chart are shown to Company Admin users only. Other roles see the search box and the lists.

The Open and All Invoices lists

  • Open lists every invoice that is still owed—Draft, Sent, and Late—with the columns Status, Issue Date, ID, Client, and Balance.
  • All Invoices lists everything, including Paid and Written-off invoices, and adds Paid On, Amount, and Paid columns. A filter bar above the table lets you narrow the list by:
    • Status — All Invoices, Open Invoices, Closed Invoices, Draft Invoices, Sent Invoices, or Late Invoices.
    • Client — pick a single client.
    • QuickBooks link (only when QuickBooks is connected) — All (QBO & Non-QBO), Linked to QBO, or Not Linked to QBO.
    • Period — All Time, Month, Quarter, Year, or Custom, which reveals From: / To: date fields (pre-filled with the start of the current month to today).

Note: Click any row in either list to open that invoice’s detail view, where you can send it, edit it, record a payment, or take other actions (see 6.5).

The Extra Items tab

Extra Items are billable items your technicians add in the field (for example, a chemical or part used during a visit) that have not yet been placed on an invoice. The tab lists them with Status, Added Date, Item Description (with quantity), Item Amount, Client, Added By, and Invoice columns, and lets you filter by status (All Items, Pending Items, In Process, Open, Closed), by technician, by client, and by period (All Time, Month, Quarter, Year, Custom).

  • An item’s status follows the invoice it is on: Open while that invoice is a draft, sent, or late; Closed once it is paid or written off; In Process while an invoice is being generated for it; Pending when it has no invoice yet.
  • Click Invoice Now… on a pending item to create an invoice for that client with the item on it, or + New Item to add an extra item from the office.
  • Click a row to see the item’s details, edit it, or link/unlink it from an invoice.

Note: The Default Tech Pay percentage for extra items is set in Configure → Extra Items (see 6.3).

Acting on many invoices at once (Bulk Actions)

Click Bulk Actions (top-right of the Overview tab) to open the Bulk Invoice Actions window. It is the fastest way to print, download, send, or delete a whole batch of invoices—for example, every invoice you generated at the start of the month.

The Bulk Invoice Actions window: status and date filters, the client search, Print & PDF Options, and the action buttons.
  1. Use the Filters to choose which invoices appear: tick the statuses you want (Draft Invoices, Sent Invoices, and Late Invoices are ticked by default; Paid Invoices and Written-off Invoices are not), set an Issue Date range with the From and To pickers, and optionally Search by client name… to limit the list to one client.
  2. Tick the invoices you want in the table (columns: Status, ID, Client, Issue Date, Amount, Balance, Email), or tick Select All to select the page. When more invoices match than fit on one page, a banner offers Select all N invoices matching your filters.
  3. Check the Total Selected count and amount at the right, then choose an action:
    • Print — opens a print-ready copy of every selected invoice.
    • PDF — downloads the selected invoices as a PDF. Tick Add Payment Stub Page under Print & PDF Options first if you want each invoice followed by a remittance stub the client can return with a check.
    • Send — opens the Send Invoices dialog. Click OK to email each selected invoice to its client, or tick Only mark the invoice(s) as SENT and do not send an email first if you delivered them another way. A results window then lists what was sent.
    • Delete — permanently deletes the selected invoices after you confirm “Are you sure you want to delete the selected N invoices?”

Note: Delete in Bulk Actions is available to Company Manager and Company Admin users only. Large deletions run in the background and you receive an email when they finish. Deleting is permanent—see 6.11 before using it.