> ## Documentation Index
> Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Invoice Management
> Use Invoices to review customer invoices, post drafts, send invoice emails, download PDFs, record payment, correct mistakes, and void invoices with an audit trail.
## 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.
**Invoices are customer documents**
Vendor bills live in Accounts Payable. Use [AP and Bill Pay](/support/accounting/ap-bills) for money you owe vendors.
## 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.
**Use draft when you are still reviewing**
Draft invoices do not behave like final customer invoices. Post only when the customer, dates, lines, terms, and totals are ready.
## 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
| Action | Use it when |
| -------------------- | ------------------------------------------------------------------------------------------- |
| Record Payment | The invoice is posted, not voided, and has a remaining balance. |
| Send Email or Resend | The invoice is posted, not voided, and you have confirmed the recipient in the send dialog. |
| Download PDF | You need a copy for the customer, internal review, or records. |
| Post Invoice | A draft or proforma invoice is ready to affect accounts receivable. |
| Correct | A posted or overdue invoice needs a cancel-and-reissue flow or a credit memo. |
| Void | The invoice should no longer count, but the order itself should not be cancelled. |
## 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.
**Do not rewrite history after payment**
If money has already moved, correct with payment history, refunds, credit memos, or a reissued invoice.
Do not change totals just to make a paid invoice look right.
## 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.
**What posting changes**
Posting turns a draft into a real receivable. The invoice becomes part of AR review, can be emailed,
can be paid, and can be corrected or voided with an audit trail.
## Related Articles
Build a sales order, add customers, set addresses, and add products.
Record cash, card, ACH, check, wire, external, terms, or credit payments.
Help customers review invoice balances, pay eligible invoices, download PDFs, and track shipments from the portal.
Track customer balances, aging, statements, and collections work.
Match bank transactions to payments, deposits, payouts, and checks.