Invoices

Sidebar → Accounts → Invoices. An invoice is built from delivered connotes: you pick a customer, pick the jobs, and the line items come across from those jobs.

There are two ways to start one:

• Create Invoice on this list — the full two-step flow. See Creating an invoice.
• Generate Invoice on the Jobs list — one click, straight from delivered jobs. Same page, same rules.

The lifecycle

Status	Meaning
Pending	Created, PDF generated, not yet sent — or edited since it was sent.
Sent	Emailed to the customer.
Partially paid	Payments and credit notes cover some of the total, but not all.
Paid	Settled. The PDF is regenerated with a PAID watermark. A paid invoice cannot be cancelled.
Cancelled	Withdrawn. The connotes on it go back to delivered and can be invoiced again. Read-only: it cannot be edited, sent, paid or credited.

Editing an invoice

Edit Invoice is offered in every status except cancelled. What you can change depends on the money:

• No payment or credit yet — everything: lines, amounts, notes, terms. Saving an invoice that was already sent returns it to Pending — the customer’s copy no longer matches, so re-send it.
• A payment or credit applied (partially paid or paid) — the amounts are locked. Notes, terms, due date, banking and template can still be changed. To correct the money, issue a credit note.

After any edit, the status follows the money: paid if payments and credits cover the total, partially paid if they cover part of it, otherwise pending.

What invoicing does to a job

A connote must be in delivered status to be invoiced, and invoicing moves it to invoiced — which is what stops it being billed twice. A connote can be on only one invoice that isn’t cancelled: if someone else invoices it first, yours is refused (see Creating an invoice). Cancelling the invoice puts its connotes back to delivered, so they can be invoiced again.

So a job that does not appear in the connote picker has almost always either not been delivered yet, or is already on another invoice.

The list

The default columns are Week No, Invoice Date, Due Date, Customer, Invoice No, Jobs, Amount, Credits, Outstanding, Status. Write Off and Funding are available but hidden by default — the column chooser above the table turns any of them on or off.

Outstanding is the grand total less payments received less credits applied. It is the figure to sort on when you are chasing money.

The send icon becomes Resend once an invoice has gone out. Hover it to see when it was last sent, and by whom.

When an accounting system is connected, an Accounting column shows whether each invoice has reached it. See Accounting integration.

The pages behind a row

Page
Details	The full invoice — every connote, every line, the totals, the history, and Last sent … by ….
Edit	Change lines and notes. Any status except cancelled; the amounts lock once a payment or credit is applied.
Manage Payments	Record payments, apply credit notes, print receipts. See Payments.
Send	Email the invoice with its PDF. See Sending.

The Details page also has Edit Invoice (any status except cancelled), Mark as Paid, Regenerate PDF, and Cancel Invoice (pending, sent or partially paid).

GST

GST is calculated once, at the invoice level, on the sum of the line items. Tax lines that were already on a connote are deliberately not copied across — otherwise the same GST would be charged twice, once as an inherited line and once on the total.

Where to start

• Creating an invoice — the two-step flow, and how payment terms and the due date are worked out.
• Credit notes — crediting a customer and applying it to their invoices.