The invoice list and board: statuses, filters and bulk actions
The List finds any invoice by number, customer, status, type and date, and acts on several at once. The Board shows invoices by status — drag a card to issue it or record its payment.
Invoicing → Invoices has the tabs List, Board and Recurring. CRM remembers the tab you used last.
The statuses
| Status | What it means |
|---|---|
| Draft | Not issued yet. |
| Sent | Issued — e-mailed or marked as sent. |
| Viewed | The customer opened it in the portal. |
| Overdue | Past its due date and not paid — set automatically. |
| Paid | Nothing is owed. |
| Cancelled | Not owed any more. |
Labels next to the status: Proforma (proforma invoices), Corrected (edited after issuing), Partially paid.
The List
The cards at the top: Draft, Awaiting payment, Overdue, Paid, Outstanding (what customers owe) and Total paid.
Filters:
- search by invoice number or customer;
- status;
- type — Invoices and proformas, Invoices or Proformas;
- customer;
- From Date and To Date.
Each row shows the number, the customer, the status, the amount and the due date — 12 days overdue, Due in 5 days. Its ⋯ menu offers, by your role:
- Mark as sent — a draft delivered another way.
- Mark as paid — records one payment of what is still owed, dated today. See Payments.
- Edit, Duplicate — a copy opens as a new draft.
- Delete — a draft only, for an Admin.
Several at once
Tick the invoices to get the bar:
- Export — a CSV of the ticked invoices: number, customer, dates, amounts, paid and owed.
- Delete — deletes the drafts among them and skips the rest.
The Board
The Board shows the invoices in the columns Draft, Sent, Viewed, Overdue and Paid. Drag a card to the next column:
- Draft → Sent issues the invoice. Your company details must be complete.
- → Paid records a payment of what is still owed, dated today, and the customer gets the payment confirmation.
- Overdue is set automatically after the due date — you cannot drag a card there.
A move that is not allowed says Cannot move invoice from paid to sent, for example. Viewers see the board but cannot move cards.
Recurring
The Recurring tab lists the recurring schedules — see Recurring invoices.
If something doesn't work
I do not see an invoice
Below the Admin role you see your own invoices, the ones shared with you and the ones without an owner. See Who sees what in CRM.
No invoices were deleted — …
Only drafts are deleted. Issued invoices are corrected with a credit note.
Cannot move invoice from … to …
That change is not a step forward on the board — for example from Paid back to Sent. Delete the payment on the invoice instead — see Payments.