Invoices Overview

The Invoices module handles billing — creating invoices, tracking payments, managing line items, and handling the financial side of your customer relationships. Invoices can be generated from opportunities or created standalone.

Invoices Module Overview

Invoices represent billing documents sent to clients for products or services rendered. The module supports the full invoice lifecycle from draft through payment and provides integration with the Xero accounting system.

Invoice Statuses

Invoices move through seven statuses during their lifecycle:

Status	Description
Draft	Invoice created but not yet sent to the client
Sent	Invoice has been emailed or delivered to the client
Partially Paid	Some payment has been received but a balance remains
Paid	Invoice is fully paid
Overdue	Payment deadline has passed without full payment
Cancelled	Invoice has been cancelled before sending (no longer valid)
Void	Invoice has been voided after being sent (nullified)

Status Transitions

The following diagram shows the allowed status transitions:

Draft → Sent → Partially Paid → Paid
  ↓       ↓           ↓
Draft → Cancelled    Overdue → Partially Paid → Paid
  ↓
Sent → Void

From	To	How
Draft	Sent	Send the invoice to the client
Draft	Cancelled	Cancel the invoice before sending
Sent	Partially Paid	Record a partial payment
Sent	Paid	Record full payment
Sent	Overdue	Automatic when due date passes
Sent	Void	Void a sent invoice
Partially Paid	Paid	Record remaining payment
Partially Paid	Overdue	Automatic when due date passes with balance
Overdue	Partially Paid	Record a payment on an overdue invoice
Overdue	Paid	Record full payment on an overdue invoice

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Invoice status transitions follow a natural flow: Draft → Sent → Partially Paid/Paid. The Overdue status is automatically applied when a sent or partially paid invoice passes its due date without full payment.

Creating Invoices

From an Opportunity

When managing an opportunity, you can generate an invoice directly:

1. Open the opportunity detail page.
2. Go to the Invoices tab.
3. Click Create Invoice.
4. The invoice form pre-populates with:
   • Client information from the linked account
   • Line items from the opportunity's products
   • Amount from the opportunity value
5. Review, adjust if needed, and click Save.

Standalone Invoice

1. Navigate to Invoices in the sidebar.
2. Click + New Invoice.
3. Fill in the invoice form manually (see fields below).
4. Click Save as Draft.

Invoice Fields

Field	Description
Invoice Number	Unique identifier (auto-generated or manual)
Invoice Date	Date the invoice was created
Due Date	Payment deadline
Client/Account	The organization being billed
Contact	The billing contact at the organization
Line Items	Products/services with quantities, prices, and discounts
Subtotal	Sum of line items before tax and discount
Discount	Overall discount (percentage or fixed amount)
Tax	Tax amount or rate
Total Amount	Final amount due
Notes	Additional notes or payment instructions
Terms	Payment terms and conditions
Status	Current invoice status
Linked Opportunity	The opportunity this invoice was generated from

Line Items

Each line item on an invoice contains:

Field	Description
Product/Description	Select from catalog or enter a custom description
Quantity	Number of units
Unit Price	Price per unit
Discount	Per-line discount — percentage or fixed amount
Tax Rate	Tax percentage for this line item
Line Total	Calculated: (Quantity x Unit Price) - Discount + Tax

The invoice subtotal, discount, tax, and total update in real time as you add or modify line items.

tip

Always include clear payment terms and instructions on your invoices. This reduces payment delays and support inquiries about how to pay.

Payments

Record payments as they come in to track the balance owed:

1. Open the invoice.
2. Click Record Payment.
3. Enter the payment details:

Field	Description
Payment Amount	The amount received
Payment Date	When the payment was made
Payment Method	How the payment was received (see below)
Reference Number	Transaction, check, or confirmation number

Payment Methods

Method	Description
Bank Transfer	Wire transfer or ACH payment
Credit Card	Credit or debit card payment
Cash	Cash payment
Cheque	Paper check payment
PayPal	PayPal transaction
Stripe	Stripe payment processing
Other	Any other payment method

If the payment is less than the total, the status changes to Partially Paid with the remaining balance displayed. When the total of all payments equals or exceeds the invoice total, the status changes to Paid.

Recurring Invoices

Set up automatic invoice generation on a schedule:

1. When creating or editing an invoice, enable the Recurrence toggle.
2. Select the recurrence frequency:

Frequency	Description
Weekly	Generate a new invoice every week
Monthly	Generate a new invoice every month
Quarterly	Generate a new invoice every 3 months
Annually	Generate a new invoice every year

3. Set the start date and optionally an end date or number of occurrences.
4. Each generated invoice is created as a new Draft and can be reviewed before sending.

note

Recurring invoices create new draft invoices automatically. You still need to review and send each generated invoice. This gives you a chance to adjust amounts or line items before delivery.

PDF Download

To download an invoice as a PDF:

1. Open the invoice.
2. Click Download PDF (or the PDF icon).
3. A professionally formatted PDF downloads containing all invoice details, line items, totals, and payment terms.

The PDF can be shared with clients, printed, or archived.

Sending Invoices via Email

1. Open the invoice (must be in Draft or Sent status).
2. Click Send Invoice (or the email icon).
3. A compose dialog opens with:
   • To — pre-filled with the billing contact's email
   • Subject — pre-filled with the invoice number
   • Body — a customizable email template
   • Attachment — the invoice PDF is auto-attached
4. Review and click Send.

The invoice status changes to Sent upon successful delivery.

Xero Integration

If your organization uses Xero for accounting, invoices can be synced:

1. Open the invoice.
2. Click Push to Xero (available if the integration is configured).
3. The invoice is created in your Xero account with all details — line items, amounts, tax, and contact information.
4. A sync status indicator shows whether the push was successful.

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The Xero integration must be configured by your administrator. Contact your admin if you do not see the Xero option on invoices.

For managing invoices in detail, see Managing Invoices.