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Finalize invoices from the Finances section

You can finalize an existing invoice on a profile or finalize multiple invoices at once from the Finances section. “Finalized” is an invoice status that you can search within this section. You can search for invoices that are both finalized and not finalized.

Go to Finances > Transactions and click on the Filter button.

1. Click on Add criteria and type “finalized” in the text field and hit enter (can also be located under Financial transactions > Invoices > Finalized).

2. Once you select to see invoices that are finalized or not finalized, click the Filter  button. This is the quickest method for you to verify all of the invoices that should be finalized.

When you notice that all the invoices from your “invoice is not finalized” filter need to be finalized, then click on the Actions dropdown menu and select Finalize invoices.

Once you make the selection, a pop-up box will appear to verify that you want to finalize. Remember, once you finalize, you cannot edit the total amount, apply a discount, or delete the invoices. All the invoices within that section, excluding those in draft mode, will be finalized. 

When you filter for invoices that are not finalized and see a single invoice that needs to be finalized, hover over it and click edit. You will be taken to the invoice page within the customer’s profile and you can follow the steps on finalizing an invoice on a profile.

Finalize an invoice on a profile

To finalize an existing invoice, go to the customer’s profile to Finances > [Amount] revenue > Invoices. Hover over and click Edit next to the invoice you want to edit.

You will automatically land in the Settings section of the invoice. At the top, you can see if the invoice was finalized or not.

If you want to finalize the invoice, click on the Finalize button in the bottom right-hand corner. If the invoice is in draft mode, then you will NOT be able to finalize the invoice. This is to ensure that no one else from your team is working on that particular invoice before finalization.

After clicking the button, a pop-up box will appear to verify that you want to finalize. Remember, once you finalize, you cannot edit the total amount, apply a discount, or delete the invoice. When you choose to finalize, the invoice page will refresh with the updated status.

View invoice history

Invoice payment history
To view the payments history of a specific invoice, go to the customer’s profile > [Amount] revenue > Invoices > [Select specific invoice] > Dashboard. On the invoice dashboard, all individual payments will be listed with the most recent transaction at the top.

Note: The payment history will also be listed in the Printable PDF of an invoice. Go to your customer’s profile > [Amount] revenue > Invoices > [Select specific invoice] > Printable PDF. Your individual payments will be broken down by payment date, method, and amount.

Customer’s invoice history

To view a customer’s invoice history go to the customer’s profile > [Amount] revenue > Invoices. This will list all previous invoices and their affiliated status. To edit an invoice, click on the pencil button next to the name of the invoice. If the invoice has been closed or finalized you can send a receipt by clicking on the reference number or name of the invoice. Go to Send receipt and click the Send Receipt button.

Overall invoice history

View the overall invoice history in your nation under Finances > Transactions. Click the Filter button and select Add criteria. Because this section lists all types of transactions, select or type “Transaction type” in the text field and hit enter.

Select “is” and “invoice” from the dropdown menus.

Click the Filter button. Every invoice transaction will be listed with:

  • Date
  • Customer’s name
  • Invoice number and name
  • Individual who created the invoice
  • Status 
  • Amount
  • Running total

Invoice status

An invoice can have the following statuses: 

Statuses appear on individual invoices and when viewing the overall invoice history. You can also search for invoices with one of these statuses.

  1. Go to Finances > Transactions and click on the Filter button.
  2. Click on Add Criteria and type “status” in the text field and hit enter (can also be located under Financial transactions > Invoices > Status).
  3. Select one of the statuses from the dropdown menu.

Within the dropdown menu, you’ll see another option to search for “Outstanding” invoices, which are invoices that have not been paid. Unlike overdue invoices, outstanding invoices include both sent and overdue invoices. 

Please note, the system will attempt to charge overdue and currently due invoices every morning at 8am UTC. 

Related HOWTOs

How to create invoices
Edit, refund, and delete invoices

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