Manage an invoice

Once an invoice is saved, you manage it from the invoice list and the invoice's own page. What you can do depends on where the invoice is: a draft can still be changed freely, a sent invoice can be changed only until it's paid, and a paid invoice can only be credited.

You can't cancel or void a sent invoice. To correct one, create a credit note.

Steps

1. Find the invoice

   In the menu on the left, select Sales, then Invoices. Type in Search Invoices... to find it, or use Filters.

   Open the actions menu (⋮) at the end of the invoice's row. The options depend on the invoice's status:

   Status	Options in the menu
   Draft	View, Preview, Edit, Send, Delete
   Awaiting approval, or approved and waiting to post	View, Preview
   Unpaid	View, Preview, Send, Receive Payment
   Overdue, or partially paid	View, Preview, Send, Receive Payment, Create Credit Note
   Paid, or credited	View, Preview, Create Credit Note

   

   1. Invoices in the Sales menu.
   2. Search Invoices.
2. Open the invoice

   Select View. The invoice page shows the invoice number with its status, and an approval label if it's in an approval workflow. Below are the invoice details, the lines and totals, Customer Notes, Attachments and Global Dimensions. If your company shows accounts on invoices, you also see the accounts it posts to.

   At the bottom:

   • Payment reminders: whether automatic reminders are on for this invoice, which Reminder policy applies, and every reminder sent so far.
   • Audit Trail: who did what to the invoice and when, for example Draft Created, Invoice Posted, Posted Invoice Edited or Payment Recorded.

   

   1. View, Preview, Send and Receive Payment.

Preview an invoice

In the invoice list, open the actions menu (⋮) and select Preview. You see the invoice exactly as the customer receives it. On the edit page, the same view opens from Preview Invoice.

Change a draft invoice

1. Open the actions menu (⋮) on the draft and select Edit, or select Edit on the invoice page. The Edit Invoice page opens.
2. Make your changes. The form works the same way as when you created the invoice.
3. If the customer has already paid, turn on Payment Made. You're asked for the payment details before the send window opens.
4. Select Update Invoice, then choose one option:
   • Update and Send posts the invoice and opens the Send Invoice window to email it.
   • Update as Draft saves your changes and keeps it as a draft.

Cancel leaves without saving.

Change a sent invoice

You can change a sent invoice only while nothing has been paid on it, and not while it's in an approval workflow. Once it's partly or fully paid, Edit is greyed out. Use a credit note instead.

1. On the invoice page, select Edit. A banner says This invoice has been posted. Saving will reverse and re-post the transactions. A remarks entry is required.
2. Make your changes. You can't choose batches when changing a sent invoice; they're picked again when it's re-posted.
3. In Remarks, describe why you're changing it. It's required and is saved in the Audit Trail.
4. Select Send Invoice. In the Send Invoice window, check To, the Subject and the message, then select Send.

The old postings are reversed, the invoice is posted again with your changes, and the customer gets the updated invoice. If your company needs changes to be approved, you'll see Invoice adjustment submitted for approval. It will be applied once approved.

Send or resend an invoice

1. In the invoice list, open the actions menu (⋮) and select Send.
2. In the Send Invoice window, turn on Send Email, enter the customer's address in To, and add others in Additional Emails, separated by commas.
3. Check the Subject and the message. Leave Attach as PDF ticked.
4. Select Send.

Sending a draft also posts it. Only people whose role can approve invoices can send. If your company needs invoices to be approved, you'll see Invoice submitted for approval. It will be posted and sent once approved.

To post several drafts at once, tick them in the list and select Post (…) at the top. The number in brackets is how many you ticked.

Record a payment against it

Open the actions menu (⋮) and select Receive Payment. The payment form opens with this invoice loaded. See receive a payment.

Credit it

Open the actions menu (⋮) and select Create Credit Note, or select Credit Note at the bottom of the Edit Invoice page. See create a credit note.

Make it recurring

On the invoice page, select Make recurring to copy it into a schedule that bills the customer again and again. See set up a recurring invoice.

Payment reminders

Automatic reminders follow your company's invoice reminder settings and reminder policies.

In Payment reminders on the invoice page:

• Send reminder emails a reminder now. It works only on a sent invoice with a balance due.
• Pause reminders stops automatic reminders for this invoice. Turn it off to start them again.
• Reminder policy picks a different reminder policy for this invoice, or Inherit (customer or organisation default) to follow the customer's or your company's.

If no reminder is due, the panel says why, for example Reminders are paused for this invoice. or The customer is excluded from payment reminders.

Delete a draft

1. Open the actions menu (⋮) on the draft and select Delete.
2. In the window that asks Are you sure you want to delete this invoice?, select Delete.

Only drafts can be deleted, and only if no payment has been recorded against them. A sent invoice can't be deleted.

Approve an invoice

If your company needs invoices to be approved, approvers open waiting invoices from Accounting › Approvals. The invoice opens with a bar at the top: select Approve, Reject, Send back to return it to the person who made it, or Cancel request. Once approved, the invoice is posted and sent.

If something goes wrong

Message	What to do
This invoice cannot be edited because it has been partially or fully paid.	Correct it with a credit note instead.
This invoice cannot be edited while it is in the approval workflow.	Wait for the approver to decide, or ask them to send it back.
Remarks are required when editing a posted invoice.	Fill in Remarks before you select Send Invoice.
An adjustment to this invoice is already awaiting approval.	Wait for the approver to decide on the earlier change.
Only draft invoices can be deleted!	A sent invoice can't be deleted. Use a credit note.
Invoice has settlements, cannot be deleted!	Reverse the payment first under Receive Payment, then delete the draft.
Batches cannot be chosen when editing a posted invoice.	Remove the batch choices from the lines and send again.
Failed to send invoice	Check the email addresses, then try again. If it keeps failing, your role may not be able to send invoices.