Draft Invoices Report

Overview

The Invoicing > Drafts report is a list of all invoices that are currently in Draft status. From this report, you can send or delete invoices in bulk or view and edit individual draft invoices.

Send a Draft Invoice

To send Draft invoices from the Draft Invoices report:

1. Select the invoice/s you want to send.

2. Click With selected Invoices…

3. Click Send Invoices > Go.

To send an invoice from within the Draft view, select a Send Method and then click Send.

Depending on the Send Method, recipient emails will include either a link to an online copy of the invoice or an attached PDF version. ‘Send via Post’ will generate a file that can be printed and mailed manually.

If there are any errors preventing an invoice from being sent (eg invalid email address), these will be flagged on-screen.

When you send an invoice, the status will update to Sent.

Delete a Draft Invoice

To delete Draft invoices:

1. Select the invoice/s you want to delete.

2. Click With selected Invoices…

3. Click Delete Invoices > Go.

When you delete a Draft invoice, any invoiceable items that were included in the draft will be released and will display in the Invoicing > Invoiceable Items report.

The invoice number linked to a deleted invoice won’t automatically be reused. The system will allocate the next invoice number in sequence when you create your next invoice.

View and Edit a Draft Invoice

To open an invoice in Draft view, click the link in the Invoice column.

In the Draft view, you can view the details of the invoice, add or delete items and make changes to the recipient or invoice terms.

The right column of the invoice includes a section where you can attach files, add notes to the invoice or generate an invoice PDF. The History section is a record of changes and payment information since the invoice was created.

You can also view and edit draft invoices from Invoicing > Preview and Send, however, the edit options that are available in each report are different.

Export PDF copies of Invoices

Once an invoice has been sent, it will be moved to either the Invoicing > Outstanding report or the Invoicing > Sent report, depending on how your portal is configured.

If you need to generate a PDF copy of invoices that are sent via post, you can access them from these reports.

Each report will allow you to export individual PDFs for each invoice or a single PDF file. You can filter the reports by 'Invoice Send Method' to search for the invoices that you need to PDF.