| Status |
Header action |
Result |
Permission |
| Draft |
Send Invoice |
Sent |
Invoices: Send |
| Draft |
Record Payment |
Partially Paid or Paid |
Invoices: Record Payment |
| Draft |
Void Invoice |
Void |
Invoices: Void |
| Sent |
Send Again |
Stays Sent |
Invoices: Send |
| Sent |
Record Payment |
Partially Paid or Paid |
Invoices: Record Payment |
| Sent |
Void Invoice |
Void |
Invoices: Void |
| Partially Paid |
Record Payment |
Partially Paid or Paid |
Invoices: Record Payment |
| Paid |
None |
Final |
|
| Void |
None |
Final |
|
| Any |
Download PDF |
Saves the invoice number followed by .pdf |
Invoices: Read |
Whether a payment leaves the invoice Partially Paid or Paid depends on the balance after the payment.
| Field |
Where it appears |
Notes |
| Invoice |
List, page header, breadcrumb |
The invoice number, such as INV-2026-010 |
| Status |
List, page header |
See the table above |
| Fulfillment Order |
List, card subtitle, Details |
The delivered Fulfillment Order this invoice bills. A link when you can view fulfillment orders; otherwise plain text |
| Sales Order |
Details |
Link to the order |
| Quote |
Details |
Link to the quote, or a dash when the order did not come from one |
| Company |
List, card, Details |
A dash when not known |
| Customer PO |
Details |
The customer’s purchase order number, or a dash |
| Payment Terms |
Details |
For example Net 30 |
| Due Date, Created Date |
Details (Created Date also in the list) |
MM/DD/YYYY. The list opens sorted by Created Date, newest first |
| Items |
Items |
Item (name and SKU, or a dash), Quantity, Unit Price and Total |
| Subtotal, Tax, Shipping, Total, Balance Due |
Invoice Summary (Total and Balance Due also in the list) |
Tax shows its rate, for example Tax (8.25%). Balance Due is red while owed and green at zero. Total and Balance Due are struck through on a Void invoice |
| Payment History |
Right column |
One entry per payment: date, amount, Method, Reference and Recorded by, newest first. Hidden until a payment exists |
| Field |
Required |
Rules |
| Email |
Yes |
1 to 20 unique, valid addresses, each up to 320 characters. Press Enter, comma or space after each |
| Notes |
No |
Up to 2000 characters. Replaces the note from any earlier send |
Buttons: Cancel and Send Invoice.
| Message |
When |
| Add at least one email address |
No recipient entered |
| Add no more than 20 email addresses |
More than 20 recipients |
| Email addresses must be 320 characters or fewer |
An address is too long |
| Remove or fix the invalid email addresses |
An address is not valid |
| Remove the duplicate email addresses |
The same address was entered twice |
| Notes must be 2000 characters or fewer |
|
| Invoice sent |
The send succeeded |
| Invoice was sent, but some emails failed. |
The send was recorded but some recipients could not be reached; the dialog closes |
| This invoice was sent moments ago. Wait a moment before sending it again. |
Sent again too soon |
| This invoice has changed and can no longer be updated this way. Refresh and try again. |
The invoice changed since you opened it |
| This was already submitted with different details. Close this window and try again. |
The same send was retried with different recipients or note |
| Could not send the invoice. Please try again. |
Sending failed |
| Discard unsaved changes? |
You closed the dialog with addresses or a note entered. Discard closes it without sending |
| Field |
Required |
Rules |
| Payment Amount |
Yes |
More than zero and no more than the Amount Due. Formats as dollars and cents when you leave the field |
| Date |
Yes |
Defaults to today; cannot be in the future |
| Method |
Yes |
Bank Transfer, Cash, Check, Credit Card, Wire Transfer or Other |
| Reference Number |
No |
Up to 100 characters |
Buttons: Cancel and Record Payment.
| Message |
When |
| Enter a payment amount |
Amount is empty or zero |
| Enter an amount like 1234.50 |
Amount is not a number |
| Payment cannot exceed the amount due |
Amount is more than the Amount Due |
| Enter a payment date |
Date is empty |
| Payment date cannot be in the future |
|
| Select a payment method |
|
| Reference must be 100 characters or fewer |
|
| Payment recorded |
The payment was saved |
| This payment is more than the amount due. Check the amount and try again. |
The amount is more than the balance on record |
| Could not record the payment. Please try again. |
Recording failed |
| Message |
When |
| Voiding this invoice cannot be undone. It will no longer be active, but will remain visible in your records for reference. |
The confirmation shown before voiding; buttons Cancel and Void Invoice |
| Invoice voided |
The invoice was voided |
| Could not void the invoice. Please try again. |
Voiding failed; the dialog stays open |
| Message |
When |
| Downloading PDF… |
Shown from the Invoice actions menu on a phone while the file is prepared |
| Download failed. Please try again. |
The file could not be produced |
| Permission |
What it allows |
| Invoices: Read |
See Invoices in the sidebar, the list and invoice pages, Download PDF, and the Invoices group under a sales order’s Related Records |
| Invoices: Send |
Send Invoice and Send Again |
| Invoices: Record Payment |
Record Payment |
| Invoices: Void |
Void Invoice |
| Permission to view fulfillment orders |
Fulfillment Order shown as a link rather than plain text |