Actions with invoices

Learn everything you need to know about managing your invoices: how to download, print and edit them. Plus, learn how to quickly check whether your clients have paid—and more!

Know 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 partially 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.

Note

You can change your notification preferences at any time.

View an invoice from the client’s perspective

You can view how an invoice displays to your client before sending it or at any time after creation. This lets you check the layout, amounts, and formatting exactly as your client will see it.

To preview an invoice:

1. Go to Billing > Invoices.

2. Click the three dots to the right of the invoice and select Preview.

   

The invoice opens in a sidebar, displaying the PDF version that your client receives when viewing or downloading the invoice.

View an invoice payment history

To view an invoice’s payment history, click its number in the Invoices list. The history will be displayed in the sidebar.

Tip

The last payment date is reflected in the Invoices list (the Last paid column), but if your client pays in parts, you can open the invoice and see all payments made.

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.

View the invoice’s history

You’ll always be able to see what took place with any invoice. TaxDome’s Activity feed is sorted chronologically by the most recent event and allows you to find out when…

• …an invoice was sent manually or via automation
• …a scheduled invoice was created
• …an invoice was changed
• …the status of an invoice was changed
• …credits were applied to pay an invoice…an invoice was deleted
• …an invoice was resent by email or an automated reminder
• …an invoice was downloaded
• …an invoice was printed
• …an invoice was exported.

To view an invoice’s history:

1. Go to Billing > Invoices, click on the three-dots icon to the far right of the invoice’s name or inside the invoice itself, then click Activity. 

2. This will show the events related to this particular invoice. Filter the Activity feed by Type = Invoices to see all invoices-related events.

View invoice source

You can always find out what triggered the creation of an invoice by checking its Invoice source. This lets you quickly identify the origin of an invoice without having to check pipelines, proposals, jobs, or recurring invoices one by one.

The Invoice source information is available in Billing > Invoices and in Account > Invoices, and is also visible when editing an invoice.

It shows where the invoice was created from:

• Proposal — the proposal that generated the invoice
• Recurring invoice — the parent recurring invoice
• Job — the job that generated the invoice

The field will be blank if the invoice was created manually or if the original proposal, job, or recurring invoice has been deleted.

Print or download PDF invoices

To print invoices, go to Invoices, click the three dots to the far right of the invoice, and select Print from the drop-down menu. Alternatively, open the invoice, click the three dots in the top right corner, and select Print.

You can also print invoices directly from the job card by clicking the three dots next to the linked invoice and selecting 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.

Edit invoices

Both one-time and recurring invoices are editable. 

• Editing one-time invoices

• Editing recurring invoices

Edit one-time invoices

To edit the invoice, click the three dots to the far right of the invoice and click  Edit. 

• For Unpaid invoices, you can make changes to all the invoice details, including its financial details. 

• For invoices in other statuses (Paid, Partially paid and In progress), you can change all the details apart from the financial details. If the invoice is Paid or Partially paid, you can only edit its financial details if you issue a refund and issue a new invoice or delete an offline payment and edit the invoice after it becomes Unpaid.

  

Note

When you change an invoice number, it’s automatically updated in QuickBooks.

Duplicate invoices

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.

Delete invoices

Note

You cannot delete paid and partially paid invoices because they are records.

You can delete invoices one by one or in bulk:

• To delete a single invoice, click the three dots to its far right, then select Delete and confirm the action in the pop-up.

  

• To delete multiple invoices, select checkboxes next to them, click Delete at the top of the page and confirm the action. 

  

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