Invoices

The Invoices workspace (/finance/invoices) provides a dedicated commercial portal for managing billing statements, credit notes, and running receivable balances on an account-by-account basis. It combines live contract invoicing with formal document management, enabling Finance operators to issue invoices, deduct credit notes, attach legal PDFs, and track net customer liabilities.

Key capabilities

• Account-centric billing ledgers: Select any client account to review its full invoice history and payment lifecycle.
• Running balance metrics: Audit Total Invoiced, Credit Notes, Net Payable, and Outstanding balances in real time.
• Nested credit note tracking: Attach credit notes directly to parent invoices, automatically updating net payable balances.
• PDF attachment & replacement: Upload, replace, and view official customer billing PDFs (under 10 MB per file).
• Invoice creation: Record invoices with your own invoice number, amount, dates, currency, billing contact and notes; the PDF itself is uploaded, not generated.

Step 1: Open the Invoices workspace

1. In the sidebar under Finance, select Invoices (/finance/invoices).
2. The page header indicates Finance & Admin clearance:

   "Choose an account to create, edit and view its invoices and credit notes, with a running balance and PDFs. Credit notes reduce an invoice's net payable and can carry their own PDF."

3. Initially, the page displays a prompt instructing you to select an account before loading invoice records.

Step 2: Select a customer account

1. Click the Account dropdown menu.
2. Select a client organization (e.g., Acme, Northwind Logistics).
3. Selecting an account loads its complete commercial history and activates the New invoice button on the right.

Step 3: Review account running balances

1. Above the invoice list, inspect the four financial summary cards:
   • TOTAL INVOICED: Cumulative gross amount billed across all invoices (e.g., $100,110.00).
   • CREDIT NOTES: Sum of all issued credit deductions (e.g., −$1,532.00).
   • NET PAYABLE: Invoiced gross minus credit note deductions (e.g., $98,578.00).
   • OUTSTANDING: Remaining unpaid balance currently due from the customer (e.g., $98,578.00).

Step 4: Audit invoices and nested credit notes

1. Examine the Invoices table:
   • INVOICE #: Invoice identifier (e.g., Inv 123, 111, 011).
   • DATE & DUE DATE: Statement issue date and contractual payment deadline.
   • AMOUNT & CURRENCY: Gross billed value and ISO currency code.
   • NET PAYABLE: Net receivable after deducting linked credit notes.
   • STATUS: Draft, Sent or Cancelled (a credit-note row is labelled Credit Note).
   • PDF: View PDF, Upload PDF, or Replace.
   • ACTIONS: Send (emails the invoice to the billing contact and moves it to Sent; needs a billing contact email), Edit (until the invoice is Paid or Cancelled), or ＋ Credit note to deduct an amount against that invoice.
2. Notice nested credit notes (indicated by ↳) indented under their parent invoice showing deduction amounts (e.g., −$1,500.00 USD).

Step 5: Create a new invoice

1. With the account selected, click New invoice.
2. In the modal dialog, complete the invoice details:
   • *Invoice number : Enter identifier (e.g., e.g. INV-2026-0060).
   • *Amount : Enter gross invoiced total.
   • *Invoice date * & Due date : Select settlement milestone dates.
   • *Currency : Defaults to the account's standard billing currency.
   • Billing contact name & email (optional): Specify dedicated accounts payable contact.
   • Notes (optional): Enter payment instructions, bank routing details, or purchase order numbers.
   • PDF Document: Drag and drop or browse to attach the signed customer PDF.
3. Click Create invoice to add the statement to the account's ledger.