Invoices — User Guide

Who can use Invoices

Your workspace must have the Invoices module installed (free from Marketplace — not auto-installed, and no other module is required first). Your role must include the relevant permissions (view, create, update, delete, restore, force.delete, assign, send, void, export, approve_edit as needed).

Without assign, you only see invoices assigned to you.

List & table

Open Invoices from the sidebar (Billing). Search by title, number, contact name, company name, or phone, filter by status or assignee, toggle My invoices or Overdue only, and use the money KPI strip (Total Amount, Received, Pending, Balance, Overdue count). The list defaults to month-to-date issue dates (workspace timezone); choosing Overdue clears those dates, sets ?overdue=1, and updates the money KPIs to the overdue invoices’ amounts. Export (CSV or Excel) downloads the current filters when you have invoices.export. The table and KPI strip refresh about once an hour. The table shows total, balance due, due date, and the latest note; hover a truncated preview to read the full note.

• A Partial badge appears when an invoice is Unpaid but has payments posted (amount_paid > 0) and a remaining balance (balance_due > 0). This is display-only — the stored status stays Unpaid until the balance clears.
• An Overdue badge appears next to the status badge for unpaid invoices past their due date
• Users with restore can filter Active / Include deleted / Deleted only, then Restore a soft-deleted invoice from the row menu
• Delete permanently requires invoices.force.delete — granted to the workspace owner by default

Create & edit

1. Click New invoice (or open New invoice from a Contact record — contact/company are prefilled from the URL)
2. Enter a title, optional contact/company link (when Contacts/Companies is installed — use New beside each picker to create and select without leaving the form), optional linked quotation, currency (defaults to your workspace currency; full shared currency list), issue date and due date (both default to today in the workspace timezone), notes, and optional Terms & conditions (rich text — headings, lists, bold/italic/underline). New invoices prefill Terms & conditions from Settings → Branding → Default terms & conditions when that workspace setting is set.
3. Choose a shared line discount type (none, percent, or fixed), then add lines. When Products is installed, optionally select a product to auto-fill name, details (from the product description), and unit price — you can still edit those fields. Lines also include Qty, Discount value (when type is not none), Tax %, with optional rich-text Details under each row — subtotal, discount, tax, and total update automatically. Tax is applied after line discounts. The totals panel also shows Paid, Credits, and Balance due on existing invoices.
4. Optionally set an assignee (requires assign)
5. Save with Create (returns to the list) or Create & View (opens the record). Invoices also offer Create & Send.

Edit from the row menu or the record page while the invoice is still Draft. Editing replaces the full line-item list.

After Send, use Request edit (requires update or send) while the invoice is still Unpaid with no payments or credits. Your changes are saved as a pending proposal — the live invoice, PDF, and balance stay as-sent until someone with approve_edit (typically owner/admin/manager) Approves or Rejects. Partial and paid invoices cannot be edited this way. Approvers get an in-app notification and email when a request is submitted.

Recurring invoices

Turn on Recurring invoice when you create (or edit a draft). Choose a frequency (weekly, monthly, quarterly, semi-annually, or yearly). Next invoice date fills automatically — one week, month, quarter, six months, or year after the issue date (or after today if the issue date is empty). Month-end dates stay in range (31 January monthly → 28 February). You can still pick a different date. After that, later invoices follow the frequency from the next-invoice date. Optional end date stops generation after that date.

The first invoice is a normal invoice. After you Send it, EloSync creates the next invoice as a Draft on the Next invoice date you chose (workspace timezone), copying line items, customer, currency, and assignee. Generated invoices do not copy payments or credits.

When a customer cancels:

1. Open the original recurring invoice and click Stop recurring. No further invoices are created. Paid invoices stay paid.
2. Optionally check Also cancel the latest unpaid generated invoice if this period’s auto-created draft/unpaid invoice should not be collected. If that invoice already has a payment or credit, void the payment first or issue a credit note instead.

Stopping the series does not void history by itself.

Download PDF

Download PDF is on the invoice record page and the row menu. It generates a branded PDF using your Settings → Branding button color, logo (when uploaded), company profile, and optional bank details — plus line items, subtotal/discount/tax/total breakdown, balance due, and the memo notes. When Settings → General → Tax registration ID is filled, that ID appears under the company address on the PDF; when it is blank, the line is omitted. Long notes and terms continue across as many pages as needed. When payments have been posted, the PDF includes a Payments received table (date, payment number, method, reference, amount). A Partial chip appears when the invoice is unpaid with partial payments. Configure missing company/payment fields under Branding.

The invoice record page also shows a Bank account section when Branding bank details are configured (same fields as on the PDF).

Open invoice digest email

Under Settings → Notifications → Invoice digest (off by default), pick a send time and one or more recipients. When enabled, those users get one daily email of all not fully paid invoices (draft, unpaid, and partial), with columns Client | Invoice # | Amount | Status | Overdue (Yes/No). Invoice numbers open the record in EloSync. There is no separate overdue-only digest.

Email customer

After you Send the invoice (status is Unpaid, Partial, or Paid), use Email customer on the record page (invoices.send). The dialog pre-fills the linked contact or company email when available; you can add CC recipients, edit the subject and message, and choose whether to attach the PDF. Delivery uses your workspace email configuration and appears in Settings → Email logs. Send only changes status — it does not email the customer.

Status workflow

An invoice starts in Draft. Move it forward with:

• Send (draft → unpaid) — marks the invoice as unpaid in the CRM (does not e-mail the customer by itself); sets the issue date to today if it wasn't set. If the invoice is recurring, this also starts the series. When Accounting is installed, Send also posts Dr Accounts Receivable / Cr Sales Revenue for the invoice total.
• Cancel — available from Draft or Unpaid only; permanently cancels the invoice (cancelled). Blocked once any payment has been posted or any credit note applied — void the payments first (an applied credit note can't be undone at all). Partial payments keep the invoice Unpaid until the balance clears. When Accounting posted a journal on send, cancel voids that journal.

Paid is set automatically when Payments (or credits) bring the balance to zero.

Invalid transitions (e.g. sending an already-cancelled invoice) are rejected with a validation error.

Assignment

Users with assign can set or clear the assignee from the record page or the create/edit form. The assignee receives an in-app notification when someone else assigns them.

Notes & activity

• Overview — shows the invoice memo from the create/edit Notes field (also printed on the PDF)
• Notes tab — internal activity notes the team adds after the invoice exists (not the same as the memo)
• Timeline — create, update, assignment, status change, note, void, delete/restore, recurring start/stop/generate, and emailed events

Ask EloSync

With the AI Assistant module installed, Ask EloSync can fetch an invoice, list overdue invoices, and propose status changes, assignments, or timeline notes. Nothing is saved until you confirm the suggestion. Moving a draft to Unpaid still needs send; cancelling needs void. See AI Assistant.

Related payments and credit notes

If the Payments module is installed and you have payments.view, the invoice record page lists posted payments allocated to this invoice (payment number, date, method, allocated amount) with links to each payment. A Related payments card still opens the Payments list filtered to this invoice. If Credit Notes is installed and you have credit-notes.view, a Credit notes link does the same for credit notes issued against this invoice.

Converted invoices also show the source Quotation, Estimate, and/or Contract when those links are set.