Invoice Management

​

Before You Start

• Invoices can be created automatically from fulfillment or manually from the Invoices page.
• Manual invoices need a customer, invoice date, due date, at least one line, and a total above zero.
• Posting requires an open accounting period for the invoice date.
• Sending an invoice email normally uses the customer account email, and the send dialog can be used to confirm or override the recipient before sending.
• Recording payment requires a posted invoice with a remaining balance.
• Order-generated invoices may be tied to the full order or to an individual shipment.

​

Find and Review Invoices

1. Go to Invoices.
2. Use the KPI cards to check total invoiced, outstanding, overdue, and paid amounts.
3. Use the tabs for All, Open / Posted, Partial, Paid, Overdue, and Voided.
4. Search by invoice number, order number, or account.
5. Click an invoice row to open the detail page.
6. Open the order’s Invoice card when you need to see invoice actions in order context.

​

Create a Manual Invoice

1. Click New Invoice.
2. Select the customer.
3. Set the invoice date, payment term, and due date.
4. Add product lines or manual lines.
5. For manual lines, choose the revenue account your team uses for that sale.
6. Add discounts, fees, shipping, and notes if needed.
7. Use the email-after-posting checkbox only when the invoice should be emailed immediately after posting.
8. Choose Save as Draft when the invoice is not ready to post.
9. Choose Post Invoice when the invoice is ready to affect accounts receivable.

​

Work From the Invoice Detail Page

The invoice detail page combines the invoice status, linked order, account, fulfillment status, payment summary, packages, tracking, and line items. Use it when you need to send, collect, correct, or review the invoice.

​

Invoice Actions

​

Resend From The List

On the invoice list, each row has View and Resend actions. Open, overdue, and partial tabs also support selecting multiple invoices and using Resend Selected. The confirmation window shows each invoice, account, recipient, and balance before the emails are sent.

• Rows without an email on file are called out before sending.
• Customer email preferences can block a resend. Treat blocked as a preference issue, not a system failure.
• Bulk resend runs through invoices one at a time, so leave the window open until progress finishes.

​

Revision Banner

If a customer-visible invoice changes after it was emailed, the detail page can show a revision banner. Use Send Revision to email the updated copy, or dismiss the banner only when the customer does not need a revised invoice.

​

Status Reference

• Draft: saved but not posted. Review and post when ready.
• Posted or open: finalized and included in accounts receivable.
• Partial: part of the balance has been paid and a balance remains.
• Paid: the balance due is zero.
• Overdue: the due date has passed and a balance remains.
• Voided: reversed and kept for history. Do not collect payment on it.

​

Correct or Void Safely

Use Correct when the customer-facing invoice needs a business correction. Cancel and reissue creates an editable replacement. Issue Credit Memo starts a customer credit workflow for an amount that should be credited instead of changing the original invoice. Use Void when the invoice should no longer count. Voiding reverses the invoice history, but it does not cancel the underlying order. Cancel the order from the order page only when the order itself should stop.

​

Common Blocks

• Posting disabled: the invoice date is in a closed accounting period.
• Send Email is not available: the invoice may still be draft or already voided.
• Bulk resend is not available: switch to Open / Posted, Partial, or Overdue before selecting rows.
• Record Payment hidden: the invoice is draft, voided, paid, or has no remaining balance.
• Invoice not found: the order may not have been invoiced yet, or your location access may not include it.
• Create Invoice absent on an order: the order may still be draft, cancelled, or otherwise not eligible.
• Manual line cannot post: review the required line fields and revenue account.
• Closed period warning appears: save as draft, or change the invoice date to an open period before posting.

​

Related Articles