Invoices

Money is where you see whether you’re getting paid. The strip at the top shows what’s owed to you, what’s overdue, how many drafts are ready to send and how many are waiting, and what’s owed by age. Below it, the Invoices tab lists every invoice.

Find an invoice

1. Open Money in the menu.
2. Use the filter to show All, Drafts, Owed, Overdue, Paid, Void or Questions.
3. Type in Find an invoice to search by number, client or booking, or pick one client in the list beside it.
4. Select an invoice to open it.

Each row shows the client, the bookings or billing period it covers, when it’s due, and its status. A booking shared between payers has one invoice per payer.

Review and send a draft

A draft appears when a booking completes, or on the first day after its weekly or monthly billing period ends. It’s built from the approved time, line items, approved billable expenses, any fees and the deposit already paid.

A draft that can’t go yet says what it’s waiting on under Not ready to send: “Waiting on the timesheet”, “Waiting on expenses” or “Estimates to confirm”, with a link to each booking it waits for. Approve the time or expenses there and the draft follows.

To review it, use the Before it’s sent panel:

1. For each estimated line, enter the quantity that was really used.
2. Add a discount if you want one: choose Discount as ($ amount or % of subtotal) and enter it.
3. Add a Note on the invoice if you want one, then select Save changes.
4. To add a line, fill in Description, Quantity and Rate ($) under Add a line, then select Add the line. Remove takes a line off the draft.
5. Select Send the invoice. It’s numbered and emailed to the client’s billing emails and contacts who see invoices; the page lists who it goes to.

A built line can’t be edited at launch. To correct one, fix the time or expense it came from; the draft rebuilds. Discard and rebuild throws the draft away and builds a fresh one from the records as they are now. If someone else changed the invoice first, you’ll see not_draft or conflict: reload and look again.

Reminders and overdue invoices

Once sent, the client is reminded 3 days before the due date, on the due date, then every 7 days while it’s overdue. An invoice due on receipt is reminded every 7 days while unpaid. An invoice is overdue from the day after its due date, and overdue invoices are listed on Today.

Questions from a client

A client can ask about an invoice in their portal. The question shows on the invoice, the row reads “Question open”, and it’s emailed to the owner and admins. Reminders pause while it’s open.

1. Select Reply to the person who asked, and answer them by email.
2. Select Mark answered. Reminders start again, and the invoice records who answered and when.

Record a payment, credit or void

On a sent invoice that still has money owed:

• Record a payment for money that arrived outside the app: enter the Amount ($), choose How it arrived (check, bank transfer, cash or other), the Received on date and an optional Reference, then select Record it. It updates the balance exactly as an online payment does. If an online payment is going through, you’ll see paying_online.
• Credit note lowers what the invoice asks for: enter the amount and Why it’s credited, optionally tie it to one line, then select Add the credit note. It’s numbered after its invoice.
• Void cancels an invoice nothing has been paid on: say Why it’s voided and select Void the invoice. It keeps its number. An invoice with a payment or a deposit on it can’t be voided; use a credit note instead.

Payments, refunds and disputes

Payments and credit notes on the invoice lists each payment: recorded ones with who recorded them, online ones by card or bank with who paid and the processing fee. A bank payment reads “Payment processing” for up to 4 business days and doesn’t count as paid until it clears; one that fails reads “payment failed”.

Refunds are made in your own Stripe dashboard at launch. Once Stripe reports one, the payment reads “Refunded” or “Refunded” with the amount, the booking reads Refunded or Part refunded, and the client gets a refund email. The balance doesn’t reopen, so nobody is asked for that money again.

If a client disputes a card payment with their bank, the payment reads “Disputed” while the bank decides, then “Dispute lost” if it goes their way. The booking’s history says what happened.

Booking with no charge

For training or pro bono work, the owner or an admin can open the booking, select Mark no charge next to Charging, and give a reason. It completes with no invoice. It can’t be marked once its invoice is sent, or while a deposit is held. The client isn’t told.

Who can do what

The owner, admins and dispatchers review and send drafts; the owner and admins record payments, add credit notes, void invoices and mark questions answered.

What each role may do

Area	Owner	Admin	Dispatcher	Viewer
Money totals	Changes	Changes	Changes	Reads
Client billing and rates	Changes	Changes	Reads	Reads
Refunds	Changes	Changes	No	No
Disputed payments	Changes	Changes	No	No