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Documentation ยท Invoice

How To Manage Invoices And Estimates

What this does

This guide explains the main Invoices and Estimates list pages in Invoice.

Use these pages to search, review, open, and send billing documents.

Before you start

  • Your shared customer, account, and service structure should already be in good shape.
  • If documents are being created from Booking, the Booking-side work context should already be correct.
  • If the customer or account records are managed in CRM, they should already be accurate there.

Steps

  1. Open Invoice.
  2. Go to Invoices or Estimates.
  3. Click Filters to open the filter panel.
  4. Use the filters to narrow the list:
  • Search matches document number, customer, account, or address.
  • Status accepts more than one selection. For invoices, Open means not sent, while Invoice Sent means sent and still unpaid. You can also select Draft, Partially Paid, Paid, Overdue, or Void. Estimates use their own Draft, Sent, Accepted, Converted, and Void choices.
  • Booking readiness appears on the Invoices list and shows Ready for Invoice or Not Ready for Invoice records independently of payment/delivery status.
  • Created from and Created to restrict the creation date range.
  • Minimum amount and Maximum amount restrict the document total.
  • Display archived includes archived documents.
  1. Click Apply Filters. The badge on the Filters button shows how many filter groups are active.
  2. Use Reset to clear all filters and reload the full list.
  3. Open any document from the list when you need its detail view.
  4. Use the inline send action when the document is ready to send.
  5. Use New Invoice or New Estimate when you need to create a new document.

Ready for Invoice and Not Ready for Invoice

Billing readiness is separate from the document status:

  • Ready for Invoice means the booking or invoice details are ready for the office billing workflow.
  • Not Ready for Invoice means the work, price, fees, taxes, or other details still need review.
  • Invoice Sent, Partially Paid, and Paid describe what has happened to the invoice after it entered that workflow.

On an invoice, use the Document action menu to choose Mark Ready for Invoice or Mark Not Ready for Invoice. If the invoice is linked to a booking, the same flag is updated in Booking. Changing it from the linked booking updates Invoice as well.

Sending an invoice or recording a payment marks it ready automatically. Marking an invoice not ready does not void it, delete it, reverse a payment, or undo a sent email; it only changes its billing-readiness flag.

Why this matters across the suite

This is the main working surface for billing.

If the document list is hard to manage, the team loses the thread between operational work, customer communication, and actual billing follow-through.

It also becomes harder to tell whether the billing record still matches the Booking-side work and the CRM-side customer context it is supposed to follow.

Common mistakes

  • Searching without checking whether archived documents are being included.
  • Treating invoices and estimates as the same workflow when their statuses and next steps differ.
  • Treating Ready for Invoice as another name for Invoice Sent or Paid.
  • Expecting Mark Not Ready for Invoice to reverse a sent invoice or payment.

What to do next

Open the document itself when you need to create, edit, convert, duplicate, void, or send it.

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