Invoices (Basic): Edit, print, download, delete
Learn everything you need to know about managing your invoices: how to download, print and edit them. Plus, know how to quickly check whether your clients have paid — and more!
Covered here:
- Knowing when an invoice has been paid or prepaid
- Viewing an invoice payment history
- Printing or downloading PDF invoices
- Editing invoices
- Emailing invoices
- Duplicating an invoice
- Deleting invoices
- Linking and auto-moving invoices in jobs
Knowing when an invoice has been paid or prepaid
If you enabled prepayment for clients, they can either prepay in any amount or pay when an invoice is due. In the client’s account, prepayments show up as credits to use for future invoices.
You’ll always receive an email when a client makes a prepayment, pays an invoice in full or has an invoice that has become overdue. This email will also include the invoice as an attachment. You’ll also get a notification in your Inbox+. Click Go to... to get to the client’s Invoices page.
Viewing an invoice payment history
To view an invoice's payment history, click the three dots to the far right of the invoice, then select View invoice. The history will be displayed in the sidebar.
The payment history shows the source, date, amount, and refund, if any. Click the payment type in the Source column to jump to the payment information.
If credits were applied to paying the invoices, payment history will include that information.
Printing or downloading PDF invoices
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To print unpaid invoices, go to Invoices, click three dots to the far right of the invoice and select Print from the drop-down. To print paid or overdue invoices, go to Invoices, click three dots and View invoice. In the sidebar, click three dots and select Print.
Or, if you want to save an invoice for your records, download a PDF to your desktop by selecting Download from the drop-down menu.
The visual appearance of the invoice depends on how you customize its look in the settings. You can completely white-label your invoices and ensure your clients see only what you want.
Unpaid invoices contains a Pay now link to make a payment.
Paid invoices — a View invoice link to view the details and red Paid stamp.
Editing invoices
Both one-time and recurring invoices are editable.
Editing one-time invoices
Tip: You cannot edit one-time invoices that clients have paid (Paid and In progress statuses). In these cases, the invoice is a record and cannot be changed. However, you can issue a refund if you have accidentally overcharged the client, for example.
Click the three dots to the far right of the invoice, select Edit to make changes to the amount or payment method, to set a reminder or to change an invoice’s details.
Note: When you change an invoice number, it’s automatically updated in QuickBooks.
Duplicating an invoice
To create a copy of an existing invoice, go to Invoices or Invoices tab of a client account, click the three dots to the far right of the invoice name and select Duplicate from the drop-down menu.
You will see the Create invoice sidebar with all the details of your original invoice already filled in. Click the Create button or edit it the way you see fit.
Deleting invoices
Note: You cannot delete paid invoices because they are records.
To delete an invoice click the three dots to the far right of the invoice, then select Delete and confirm the action in the pop-up.
