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My Invoices

Find your customer invoices, send them, and record payments already received.

In the CRM: Quotes & Invoices → My Invoices

Find and open an invoice

Open Quotes & Invoices → My Invoices. Search by invoice number, customer or email. Choose a status, sort a column or use the bottom page arrows to find the correct record.

The current My Invoices view with fictional invoices and payment balances. Select the image to enlarge it.
  1. Check the customer and invoice number. Total is the invoice amount; Balance is what remains after recorded payments.
  2. Select the invoice number or eye icon to open it. Use the pencil to edit, or the PDF icon for a copy.
  3. Read the due date and status before following up with the customer.

Understand invoice statuses

Understand invoice statuses
StatusMeaning
DraftSaved for review.
SentMarked sent or emailed; a balance can still be due.
PartialA payment is recorded, with a remaining balance.
PaidRecorded payments cover the invoice total.
OverdueA sent or partially paid invoice is past its due date. Check the remaining balance.
VoidThe invoice has been voided. It is no longer treated as an amount to collect.

Send or share the invoice

Mark as Sent and Save & Mark Sent do not send an email. Pay Online, when configured, opens the account’s payment link. Opening that link is not proof that the invoice has been paid.

  1. Open the invoice and verify the customer email, amount, due date and payment instructions.
  2. Use Email to Customer and confirm the recipient. Wait for the send result.
  3. Use Copy Link if you need to share the customer page yourself. Download PDF and Print provide document copies.
  4. Use Mark as Sent only to record that it has been sent by your chosen method.

Record a payment you received

Record Payment records an existing payment; it does not charge a card or debit a bank account. The method selector describes how you were paid.

If a result is uncertain, check the Payments table before adding it again. Deleting a payment entry corrects the invoice record; it does not refund the customer. Handle any refund through the payment method that received the money.

  1. Confirm the payment in the place where you received it, such as your bank or payment provider.
  2. Open the matching invoice and select Record Payment.
  3. Enter Amount, Method, Reference and Date. A reference can be the check number or payment transaction ID.
  4. Select Save Payment once and wait for confirmation.
  5. Review Payments, the amount paid and the remaining balance. A partial payment leaves a balance to collect.

Correct or close an invoice

Use Edit to correct allowed document details. An invoice total cannot be reduced below its recorded payments. Read any conflict or validation message before proceeding.

Void is offered for eligible unpaid invoices and asks for confirmation. Do not use the trash icon or Void as a substitute for recording a real payment or processing a refund.