Transaction Hub Invoices moduleLast updated on 02/22/2023

• The default tab for the Invoices module is Review Status.

• Each tab’s invoice list can be filtered by clicking the icon.

• Filters and column settings are saved on a per-user basis.

The Invoices module has three tabs:

Invoice Review

Review all invoices to ensure that all invoice details are accurate. You can sort your invoices based on their review statuses.  View all your invoices at a glance and update their statuses between Needs Review, On Hold, and Reviewed. These review statuses don’t affect posting and exporting.

Note: All invoices default to Needs Review and should be moved to On Hold or Reviewed.

Click an empty space of an invoice’s row to open an Invoice Details pop-up. Use this to  assign the invoice to someone for review. You can also change the invoice review status. Click the invoice number to open the full invoice record in a new tab.

Manage outstanding invoices

Manage outstanding invoices with the Invoice Aging and Paid Status tabs. In the Invoice Aging tab, invoices are broken down by how many days overdue they are  (1-30, 32-60, 61-90, 90+ days). This helps you choose which customers to reach out to and if you want to apply interest charges.

Note: Current refers to invoices that are not yet due.

The Paid Status tab shows a breakdown of all unpaid invoices. You can quickly bulk send invoices that are unpaid and unsent.

To filter an invoice list by grouping, click the dollar amount under the grouping’s title. To ungroup it, click the dollar amount again.

Tip: You can also filter an invoice list by Not Sent/Sent and Not Exported/Exported in the same way.

Each tab on the Invoices module allows you to take actions on the listed invoices, both individually and in bulk.

To perform individual actions on an invoice:

1. Go to the navigation bar and click Accounting. 

2. In the side panel, click Invoices.

3. Find the invoice you want and click Actions . 

4. Select an action from the dropdown.

To perform bulk actions on multiple invoices:

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Invoices.

3. Place a checkmark in the boxes next to the invoices you want.

4. Click the Actions dropdown and select an action.

Email Invoice

Email the invoice to the customer. A compose email window opens. Here you can review and edit the email before it’s sent. Clicking Preview opens a PDF of the invoice.

Print Invoice

Open the invoice as a PDF.

Print and Mark as Sent

Open the invoice as a PDF and change its Sent Status to Sent. This does NOT email the invoice to the customer.

Collect Payment

Open the Collect and Apply Payments page with the invoice selected under Apply to Invoice.

Email Invoices

Email the selected invoices to their customers. A compose window opens. Here you can review and edit the email before it’s sent. Clicking Preview opens a PDF of the invoices.

Print Invoices

Open the selected invoices as a PDF.

Print Invoices & mark as sent

Open the invoices as a PDF and change their Sent Statuses to Sent. This does NOT email the invoices to the customers.

Add to Batch 

Add the invoices to an open batch. A Batch Invoice(s) pop-up appears. Here you can find your desired batch from the Select a batch dropdown and Save your changes.

Charge Interest

Opens the Charge Interest page. Choose an As of Date, review the selections, and click Charge Interest. Interest charges are calculated based on the Payment Terms settings page. For more information, see Create payment terms.

Update Review Status

Opens a pop-up where you choose a new status for every selected invoice from the Review Status dropdown.

Note: Every selected invoice is changed to the same new status.

Assign Invoices To

Opens a pop-up where you assign the invoices to an office employee from the Assignee dropdown. When an employee is assigned to an invoice, their name appears under the Assign To column in the invoice list.

You can add, hide, and rearrange the columns of the invoice list for each tab. To edit columns:

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Invoices.

3. Click a tab (Review Status, Invoice Aging, Paid Status).

4. Click the Edit Columns button. The Edit Columns pop-up opens.

5. Click the check box for any column you want to add or hide.

6. Click and hold any column name you want to rearrange and move it up or down.

   Note: Moving a column up puts it further left on the invoice list. Moving it down puts it further right.

7. Click Save and repeat steps 1-7 for each tab of the Invoices module.

The Invoices module allows you to search for and open specific invoices. You can search invoices by:

• Invoice #

• Customer Name

• Customer #

• Customer PO

• Project Name

• Project #

• Location Name

• Location Address

To search for an invoice:

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Invoices.

3. Click a tab (Review Status, Invoice Aging, Paid Status).

4. Click the Select Search Type dropdown and select a search type.

5. Input your search and press Enter on your keyboard. The invoice(s) appears in the invoice list.

• See Transaction Hub Customer Payments and Bank Deposits modules

• See Accounting