Managing Your Invoices
The Invoices page is home base for everything you’ve billed. Here’s how to find what you need and keep the list tidy.
Invoice Summary
Section titled “Invoice Summary”At the top, Invoice Summary shows your numbers for a period:
| Card | What it shows |
|---|---|
| Total invoiced | Everything you invoiced, and how many Invoices. |
| Net paid | What you’ve collected, after refunds. |
| Refunded | What you’ve refunded. |
| Pending | Invoices that aren’t paid yet. |
| Overdue | Unpaid Invoices past their due date. |
Pick This week, This month, This quarter, This year or All time. Use the arrows to step back through earlier periods. The summary goes by each Invoice’s date.
Use the menu on the left, or the tabs above the list:
| View | What’s in it |
|---|---|
| All invoices | Every Invoice except archived ones. |
| Open | Not paid yet. Filter by Draft, Sent or Overdue. |
| Closed | Done. Filter by Paid, Refunded or Partially Refunded. |
| Archived | Invoices you’ve put away. |
| Recurring | Your recurring schedules. See Recurring Invoices. |
| Retainers | Your Retainers. See Retainers. |
Each view shows how many Invoices are in it.
Find an Invoice
Section titled “Find an Invoice”Type in Search invoices… at the top. Click a column heading to sort by Invoice #, Customer, Amount, Due Date, Issue Date or Status. Click it again to flip the order.
Actions on One Invoice
Section titled “Actions on One Invoice”Click an Invoice to open it, or use its actions menu at the end of the row:
| Action | What it does |
|---|---|
| Edit | Opens the Invoice. |
| Preview | Shows it the way your Client sees it. |
| Send or Resend | Emails it to your Client. See Sending an Invoice. |
| Sync refund | For Stripe payments. See Getting Paid. |
| Archive | Moves it to Archived. |
| Delete | Moves it to Deleted Items. |
Change Several at Once
Section titled “Change Several at Once”- Check the box next to each Invoice. Check the box in the header to pick the whole page.
- In the bar above the list, pick an action:
- Mark Sent marks drafts as sent. It doesn’t email anyone. Only drafts change.
- Mark Paid records them as paid. Invoices that are already paid are skipped.
- Archive moves them to Archived.
- Delete moves them to Deleted Items.
Archive an Invoice
Section titled “Archive an Invoice”Archive is for Invoices you’re done with but want to keep, like last year’s paid work.
- Open the Invoice’s actions menu and click Archive.
- Confirm.
Archived Invoices only show in the Archived view. They’re left out of your other views and the Invoice Summary. They never go to Deleted Items, and they stay until you restore them.
To bring one back, open Archived and click Restore in its actions menu. To restore several, check them and click Restore in the bar above the list.
Delete an Invoice
Section titled “Delete an Invoice”- Open the Invoice’s actions menu and click Delete.
- Confirm.
The Invoice moves to Deleted Items. Restore it from there if you change your mind. See Deleted Items.
If the Invoice wasn’t paid and used Client credit, the credit goes back to the Client. See Client Credits.
Who Can Do This
Section titled “Who Can Do This”On a Team plan, you can always change Invoices you created. To change someone else’s, you need to be the Owner or an Admin, or have access to financial data. If you can’t, those actions are greyed out.