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

Open Accounting > Invoices.
In the action bar, select Add (the plus icon).
In Billing To, choose the client, then choose an address if the client has saved addresses.
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.
Review the invoice dates, due date, notes, totals, discount, and tax amounts.
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 Invoices, and Pending Invoices. Completed Invoices shows invoices with payment status Paid, Pending Invoices shows invoices that are Unpaid, and Overdue shows invoices past their due date that are not marked Paid. 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.

Update the account manager

Open an invoice and select Update Account Manager. Choose the new Account Manager and select Save Changes.

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.

Assisterp also refuses to delete an invoice that is attached to a workflow job, whatever its payment status.

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

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. It has four sub-tabs: Invoice, Recurring Invoice, Statements, and Related. The Add action opens the same invoice form with the client already selected, so you can move straight to invoice lines.

You can create invoices for a client whose status is Active or On Hold. If the client is Inactive or Dissolved, Assisterp does not allow new invoices for them.

Create a statement

A statement is a PDF that lists several of one client’s invoices with the balance due on each, sent to the client by email. You create it from the client’s record. The main Accounting > Invoices list does not offer it.

Open the client, then open Invoice.
Tick the checkbox on each invoice to include. Create Statement appears above the list once an invoice is ticked.
Select Create Statement.
Enter a Statement Name, then select Create & Preview.
On the Statement PDF page, check the PDF on the right. Under Email Details, review the recipient address (the first field, labelled To (Bcc)), the Subject, and the Body. Assisterp fills in all three, and you can edit them.
Select Send. The PDF is emailed as an attachment to the address in the first field, and the statement’s status becomes Sent.

Select Cancel to leave without sending. The statement is saved when you select Create & Preview, so it stays in the Statements tab as Draft.

Voided and cancelled invoices cannot be added to a statement. When at least one included invoice still has a balance and the statement is sent to a valid email address, the PDF has a View and pay button and the email carries a payment link.

Review statements

Open the Statements sub-tab to see the client’s statements. The list shows Statement No., Statement Name, Invoices (how many are included), Status (Draft or Sent), and Created At. Select a statement to reopen its Statement PDF page.

Each time you open a statement, Assisterp checks its invoices again. If an invoice amount or balance has changed, for example after a payment, the PDF is rebuilt and the statement goes back to Draft until you send it again.

The Related sub-tab lists invoices for this client and for clients linked to them in the client records, such as a spouse or dependent who is also a client, or a company where the person is a shareholder or executive. Only clients you have access to appear. The relationship shows under each client’s name.

The Related clients menu shows how many clients are selected. All linked clients start selected. Use the menu to pick which ones to include, or select Select all or Clear.
Totals by client shows, for each selected client, the number of invoices and the Total Amount, Paid Amount, Unpaid Amount, and Total Overdue, with a Grand Total row. Select a client’s row to open that client’s record. Retainer, voided, and cancelled invoices are left out of these amounts.
The invoice table shows Invoice No, Client, Title, Due Date, Total, Paid Amount, Balance, and Payment Status. The quick filters are Due Today, Overdue, Completed Invoices, and Pending Invoices. Select an invoice to open it.

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, assistant, and created date. The assistant is the one assigned to the client, and you can also filter the list by Assistant.

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. The export includes an Assistant Name column.