Prepare to send
Open the saved draft and check the recipient, issuer, line items, tax, service dates, and bank details. Check the configured sending method in invoice settings. The UI needs a customer email to offer sending.
Trigger sending
Click Send.
On a successful first job, the number and archived documents are locked in. Delivery then happens via a server-side send run. So the Sent status, or the success message in the dialog, isn't yet confirmation that the message arrived in the recipient's mailbox. If it doesn't, check the sending configuration and the send run with your admin.
- Check the recipient address in the send dialog.
- Adjust the subject and message if needed.
- Optionally choose a copy to yourself.
- Confirm sending.
- If document validation reports errors, fix the fields named in the draft, save, and try again.
Understand the invoice number and resending
The number is assigned within the organization from the number series. The current default path uses the accounting profile's prefix plus a running number, for example INV-0001. Resending an issued invoice uses the same number and the archived PDF/XML files. It doesn't create a new invoice, but it can generate another email to the recipient.
Download the PDF and time record
Open Download PDF in the action menu. For drafts, a preview is generated. For finalized invoices, the app downloads the archived PDF. Later changes to the logo or design don't redesign this archived document. For invoices with imported time, you can also download the offered time record.
Record a payment or partial payment
Open a finalized invoice and choose Mark as paid to open the payment form.
Once non-canceled payments reach the invoice amount, the invoice is tracked as Paid. Drafts and canceled invoices don't accept a payment. The quick checkmark action in the overview currently still attempts a direct status change, which the server rejects. So use the payment form in the detail view for full payments too.
- Enter the amount actually received. For a partial payment, use only the partial amount received.
- Check the payment date and currency; the payment currency must match the invoice.
- Optionally add a unique reference and a note.
- Save and check the payment list, amount paid, open amount, and any overpayment.
Cancel a payment logged in error
In the payment area, choose to cancel the relevant payment and give a reason. The original entry stays visible; it's marked canceled and no longer counts as an effective payment. Then check the newly calculated open amount. Canceling documents a correction and doesn't transfer any money back.
Work through overdue invoices
Use the Overdue filter and check the due date and remaining amount in the details. The list can already classify sent invoices as overdue based on their expired payment term. The automatic reminder run is separate from that and needs a working server-side execution and sending configuration. Overdue alone isn't proof of delivery for a reminder.
Common pitfalls
The send job and delivery are different steps
After the first job, the invoice can already be finalized even though the email is still pending or sending fails. Don't hastily create a new invoice with a new number.
Don't currently rely on the reminder toggle as a firm block
Invoice settings include Automatic reminders. The current server-side overdue run, however, doesn't factor in this toggle. If you need to pause sending, check the actual configuration with your admin.
Frequently asked questions
Does a new design change PDFs already sent?
No. Finalized invoices use the archived file. Draft previews, on the other hand, can reflect current settings.
Can I record several partial payments?
Yes. Record each actual payment separately. The details then show the remaining open amount from those.
Is Mark as paid a bank transaction?
No. The action documents a payment received in the app. It doesn't collect any money.