Invoices and their statuses
Find an invoice, see what's owing and overdue, take payment fast, and email, print or cancel an invoice.
Every repair you bill, counter sale and appointment you charge for gets an invoice. The Invoices page is where you see who owes what and take payment. Everyone can see invoices. Owners, managers and front desk staff can take payments.
The Invoices page
Three tiles across the top show what's Owing, what's Overdue and what's been Taken today. Tap a tile to open that list.
Below them, the tabs sort your invoices into Unpaid, Overdue, Paid, Counter sales and All. Search by invoice number, customer name or phone. Click a column heading to sort by it, and use the column button to choose which columns show.
Click a row to peek at an invoice without leaving the list. From there, Open invoice goes to its page, and Take $… takes payment.
Quick pay
Quick pay is the fastest way to take money at pickup. Scan the barcode on a repair ticket or invoice, or type its number, and choose Find. Then choose Take payment. If the repair hasn't been invoiced yet, Invoice and take payment does both.
What each status means
- Open: nothing paid yet.
- Partially paid: some money is in, and a balance is still owing.
- Overdue: unpaid past its due date. Your store sets how many days an invoice has in Settings › Invoicing and taxes.
- Paid: paid in full. Its lines and discounts are locked.
- Closed: paid and sent to QuickBooks. It can't change any more.
- Cancelled: kept on record, but nothing is owed.
An invoice's page
The top of the page shows the customer, what the invoice is for (a repair, an appointment or a counter sale), who made it and when, and when it's due.
The balance card shows what's owing, what's been paid and any cash rounding. The page has three tabs: Items for the lines and discounts, Payments for money in and out, and Activity for who did what.
When your store takes cards online, a Pay by card online card also appears while there's a balance. See Card payments online and pay links.
Email or print it
- Print opens a printable copy with your logo and invoice terms.
- Email invoice sends the customer a list of what they bought, the total, what's owing and a link to see the invoice online. It shows when the customer has an email address.
Cancel an invoice
Cancel an invoice made by mistake, or one the customer won't be paying.
- Choose the … button at the top of the invoice.
- Choose Cancel invoice…, then Cancel invoice again to confirm.
You can't cancel an invoice that has payments on it. Refund or remove them first. Cancelling puts its parts back in stock, and a repair's invoice can then be made again. It can't be undone.