Invoices

What the Invoices & Proformas page is for

Invoices & Proformas is your unified billing ledger. It lists every invoice and proforma your platform has issued, with tabs to switch between document types and inline tools for fast triage, search, and bulk cleanup. Most documents here are generated automatically by orders and recurring services, so this page is primarily where you review, filter, and open them.

How to reach it

Open the admin panel and click Invoices in the main sidebar. The page header reads Invoices & Proformas with the subtitle “Manage invoices and proforma documents.”

Understanding the layout

Below the header you have a search box and filter controls, a row of type tabs, and the document table itself.

Type tabs

Three tabs sit above the table, each showing a live count:

• All — every document, e.g. All (12).
• Proformas — proforma documents only, with a receipt icon.
• Invoices — final invoices only, with a document icon.

Selecting a tab filters the table to that document type. The counts always reflect the totals, independent of any search text you have typed.

Search

The search box (placeholder Search documents…) matches across the document number, client name, client email, service name, transaction ID, the due and created dates, and the amount. Type any fragment to narrow the list instantly; click the × inside the box to clear it.

Status filter

The status dropdown to the right of the search box filters by one status at a time. Options are All Statuses, Paid, Unpaid, Overdue, and Cancelled.

Advanced filters

Click the Filters button to expand a panel with four fields. A blue badge on the button shows how many filters are currently active, and a Clear filters link appears so you can reset everything in one click.

Field	What it does
Date From	Only show documents created on or after this date.
Date To	Only show documents created on or before this date (inclusive of the whole day).
Min Amount	Hide documents whose total is below this value.
Max Amount	Hide documents whose total is above this value. Leave blank for no upper limit.

The active-filter badge and the Clear filters link also account for the status dropdown, so a single click clears the date range, amount range, search text, and status together.

Table columns

Column	Shows
Type	An Invoice or Proforma badge (green for invoices, purple for proformas).
Invoice #	The document number, e.g. INV-4 or PRO-6. Proforma numbers appear in purple.
Client	The client’s name (a link to their client record) and email beneath it.
Amount	The document total, formatted in the document’s currency.
Status	A coloured status badge (see below).
Due Date	When payment is due.
Actions	An Edit link; clicking the row opens the document.

Every column header is sortable — click a header to sort ascending or descending. The list defaults to newest document number first. On narrow screens the Type, Client, and Due Date columns are hidden to keep the table readable.

Document statuses

Documents can carry any of the following statuses, each shown as a coloured badge in the table:

Paid

Payment received in full.

Unpaid

Issued but not yet paid.

Overdue

Past its due date and still unpaid.

Cancelled

Voided; no longer collectible.

Refunded

Payment was returned to the client.

Awaiting Payment

A payment is in progress or pending confirmation.

On Hold

Temporarily paused.

The status dropdown filters by the four most common statuses (Paid, Unpaid, Overdue, Cancelled). The other badges still appear in the table whenever a document carries them — use the search box or sort the Status column to surface them.

Creating a document manually

Click the New Document button at the top right to open the create dialog. Whether this creates an invoice or a proforma is decided by your platform’s default document-type setting — the dialog title and the create button reflect the type that will be produced; you do not choose it here.

1. Select the client. Type at least two characters of a name or email into the client search box (placeholder Search by name or email…) and pick a result. The selected client appears in a card; click the × beside it to choose a different one.
2. Set the due date. The Due Date field defaults to today; adjust it as needed.
3. Add line items. Each row has a Description, a Qty, and a unit price; the row total is calculated for you. Click Add Item to add more rows, or the trash icon to remove one (at least one row must remain). A running Subtotal shows at the bottom.
4. Add notes (optional). Use the Notes field for anything that should appear with the document.
5. Create. Click the create button (it reads “Create Invoice” or “Create Proforma” depending on your setting). The new document appears in the list.

The dialog shows the note “VAT will be calculated automatically,” so the line-item prices you enter do not need tax added — any configured tax/VAT is applied for you. There is no currency selector in this dialog; documents use your platform’s configured currency.

Opening and editing a document

Click any row (or its Edit link) to open the full document. Invoices open the Invoice Details view and proformas open the Proforma Details view, where you can review line items, record payments, change status, and more.

Bulk deleting documents

1. Tick the checkbox at the start of one or more rows. Use the header checkbox to select or deselect everything currently visible.
2. A blue action bar appears showing how many documents are selected.
3. Click Delete Selected and confirm. Invoices and proformas in your selection are removed together.

Deletion is permanent and is meant for cleaning up test or erroneous documents. For documents that should no longer be collected but kept for the record, set the status to Cancelled instead of deleting.

Practical tips

• Combine filters for precise queries. The tab, status dropdown, advanced filters, and search all stack — for example, the Invoices tab + Unpaid + a Min Amount + a recent Date From quickly surfaces large outstanding invoices.
• Most documents are automatic. Orders and recurring services generate invoices (or proformas) for you, so New Document is the exception, used mainly for one-off charges.
• Proformas precede final invoices. If your platform issues proformas first, a proforma represents a request for payment that becomes a final invoice once paid.
• Numbering and prefixes are configurable. Document number prefixes and the next starting number (e.g. INV-, PRO-) live on the Settings page, under the Billing tab, in the Document Numbering section.
• Choose invoice-vs-proforma behaviour. Whether your platform issues invoices directly or proformas first is set on the Settings page, under the Billing tab, via the Default Document Type option.

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Orders · Services · Settings