Overview of Invoices
Understand the invoices list view, statuses, columns, filtering options, and available actions.
Written By Gemma DeMasi
Last updated About 1 month ago
The Invoices module is your central hub for managing billing activity across projects. From a single table view, you can create invoices, monitor balances, track client activity, review approvals, record payments, issue refunds, and access linked financial records.
Accessing the Invoices List
Navigate to Finances > Invoices from the main navigation. The invoice list displays all invoices across your projects in a sortable table view.
From this screen you can:
Create new invoices
Monitor invoice balances and statuses
Open linked estimates or purchase orders
See whether clients have viewed invoices
Access invoice actions without leaving the list
Invoice Statuses
Each invoice includes a status indicating where it is in the billing workflow.
Draft — The invoice has been created but has not yet been sent to the client.
Waiting — The invoice is awaiting client action or approval.
Sent — The invoice has been emailed to the client.
Approved — The client approved and signed the invoice.
Declined — The client declined the invoice.
Paid — The invoice balance has been fully paid.
Unpaid — Payment is still outstanding.
Note: Some statuses are updated automatically by system actions. For example, invoices automatically move to Sent after being emailed and to Paid once the balance reaches zero.
Understanding the Invoice Table
The invoice list includes several columns that help you monitor billing activity at a glance.
INV # — Sequential invoice number. Invoice numbers can be edited manually if needed.
Date — Invoice creation date.
Client — The client associated with the invoice.
Status — Current invoice status.
Amount — Original invoice total.
Balance — Remaining balance after payments, refunds, or credits.
Seen — Indicates whether the client has viewed the invoice.
Linked — Displays connected estimates or purchase orders.
Note: If an invoice was generated from an estimate, the invoice number continues sequentially, but the estimate name does not automatically carry over.
Using the Actions Menu
Each invoice row includes an Actions menu for common invoice tasks.
Client View — Open the client-facing invoice view.
Download PDF — Export the invoice as a PDF with customizable display settings.
Sign as Designer — Add a designer signature to the invoice. Signature actions are audit tracked.
Send to Client — Email the invoice to the client.
Mark as Sent — Manually update the invoice status to Sent.
Edit — Open the invoice editor.
Refund — Record refunded items and optionally apply credit to the client account.
Create Purchase Order — Generate purchase orders from invoice items grouped by vendor.
Push to QuickBooks — Sync the invoice to QuickBooks Online.
Archive — Archive the invoice from active views.
Delete — Permanently remove the invoice.
Quick View Panel
Clicking an invoice opens the Quick View panel on the right side of the screen. This lets you review invoice details without leaving the invoice list.
The Quick View panel includes several tabs:
Invoice — View invoice items, totals, and billing details.
Activity — Review invoice activity history, including status updates, emails, signatures, and user actions.
Notes — Add internal notes related to the invoice.
Payments — Record payments made outside the platform, including cash, bank transfer, debit card, credit card, or other methods.
From the Quick View panel you can also:
Open the client-facing invoice view
Edit the invoice
Issue refunds
Access additional invoice actions
Refunds and Client Credits
Refunds are managed at the line-item level. When recording a refund, you can select the specific items and quantities being refunded.
You can also optionally apply a credit to the client account. Client credits:
Are attached to the client account, not the project
Can be manually applied later during payment workflows
Are visible to the client
Filtering and Sorting
Use the filters at the top of the invoice list to narrow invoices by project, client, or status. Click any column header to sort the table by that field.
These tools are especially useful when managing multiple active projects or reviewing outstanding balances across clients.
Important Limitations
Invoice numbers remain sequential even when invoices are created from estimates.
Estimate titles do not automatically carry over to invoices.
Client credits are attached to the client account, not individual projects.
What Happens Next?
After invoices are created, teams commonly:
Configure invoice display and PDF visibility settings
Send invoices to clients
Collect signatures or approvals
Record payments
Create purchase orders from approved invoice items