Invoices and payments

Billing staff, firm owners, and admins use Accounting > Invoices to create invoices, review balances, and record payments after a client pays.

Employees with invoice access can also use this guide; see Permissions and Visibility if Invoices or payment controls are hidden.

Create an invoice

1. Open Accounting > Invoices.
2. In the action bar, select Add (the plus icon).
3. In Billing To, choose the client, then choose an address if the client has saved addresses.
4. Add invoice lines. Each line includes Item, Description, Quantity, Price, Discount, Tax, and Amount. You can type an item name or select the plus sign in the Item cell to choose from saved Items.
5. Review the invoice dates, due date, notes, totals, discount, and tax amounts.
6. Save the invoice. Save keeps it editable; Save and Send sets the invoice to Ready to send and emails it to the client immediately.

If the invoice is for a deposit, turn on the retainer toggle. Retainer invoices have their own wallet behavior, so see Wallet and retainer invoices before using that option.

Review invoices and statuses

The invoice list shows invoice number, title, client, folder number, retainer status, contract, job, due date, invoice date, total, paid amount, due amount, payment status, and invoice status.

Quick filters cover My Invoices, Due Today, Overdue, Completed Invoice, and Pending Invoice. The filter modal narrows by invoice number, recurring invoice number, title, client, dates, amounts, payment status, invoice status, retainer flag, and account manager.

Payment status can be Unpaid, Paid, Partial, Overdue, or Overpaid.

Invoice status can be Draft, Saved, Ready to send, Sent, or Completed.

For automated emails around invoice due dates, see Reminders and notifications.

Invoice statuses and lifecycle

You set the starting status when you save the invoice: Draft, Saved, or Ready to send. Save and Send sets Ready to send, dispatches the invoice email, and moves the status to Sent.

Full payment moves the invoice to Completed automatically.

Status only moves forward. Once an invoice is Sent or Completed, you cannot return it to a previous status.

Record a payment

Open an invoice and select Record Payment. The Payment Record page shows total, paid, remaining or overpaid amount, and the client’s wallet balance.

Enter the Amount Received, Payment Date, Payment Method, payer name, and reference. For cheques, the reference field becomes Cheque Number. Extra receiver or card fields appear only when the selected payment method needs them.

Payment methods are Cash, Wallet, E-Transfer, Card Payment, Saved Card, Cheque, and POS. Wallet is not available when the invoice is a retainer invoice.

Partial, full, and overpayment

When the amount received is less than the remaining balance, payment status becomes Partial and you can record another payment later. When the amount equals the remaining balance, payment status becomes Paid and the invoice moves to Completed. When the amount is more than the remaining balance, payment status becomes Overpaid and the difference is credited to the client’s wallet automatically; the Record Payment screen shows the wallet credit before you confirm.

Multiple payments are allowed. Each appears as a separate row on Trxns.

Edit or delete an invoice

Edit is locked once payment status is Paid. Delete is locked once any payment has been recorded — payment status Partial, Paid, or Overpaid.

To correct an invoice that has already been partly or fully paid, record an offsetting adjustment rather than editing the original.

Share and download an invoice

Open an invoice and select Share to email it to the client and generate a shareable PDF link, or Download to save the invoice as a PDF without sending it.

Share is the same action that fires when you create an invoice with Save and Send, which is why those invoices move from Ready to send to Sent automatically. The recipient receives a PDF link they can open without signing in.

From a client record

On a client’s detail page, the Invoice tab lists invoices for that client. The Add action opens the same invoice form with the client already selected, so you can move straight to invoice lines.

Use Transactions

The sidebar label is Trxns (the Transactions page). Transactions lists payment records tied to invoices, including transaction number, invoice number, payment type, amount, transaction date, extra charges, status, client, processed by, account manager, and created date.

Open a transaction row to view its payment-transaction details. Use this page for payment history and payment exports, not for creating invoices or changing invoice lines.