The Manage Invoices section displays invoices you've started. This is where you can edit drafts before sending them to customers.
This section displays all invoice drafts not yet sent to the customer's back-office system for processing.
All features are mobile-friendly and fit to your device’s screen size.
Users must be assigned the Advanced role to perform these actions. Basic users are limited to viewing and downloading a draft of an invoice. If you are not sure of your role setting, check your profile (shown below). If you need advanced permissions, contact your administrator.
If you have a long list of invoices, you can search by customer name, ID, invoice number, or amount.
You can filter and sort by:
- Invoice Date
- Last time the invoice was edited
- Name of the user who created the invoice
- Invoice status
- Draft refers to invoices not yet submitted.
- Error refers to invoices with issues. This status should appear rarely. It may occur if an invoice is created, but the relationship with the customer is somehow deactivated.
Opening an Invoice
Click on a row to open an individual invoice to:
- Review and submit to your customer.
⚠️Once submitted, this action cannot be undone. - Edit the invoice.
- After you’re done editing, you can save the invoice as a draft (Save Draft) or preview it before submitting (Preview).
- In this mode, you can discard your edits by hitting Discard Invoice, which will undo any changes you made to the invoice.
- Download the invoice draft to your computer.
- Delete the invoice entirely.
⚠️This action cannot be undone.
Performing Bulk Actions on Invoices
If you need to perform a bulk action, check the box on the table header. All items on this page will be selected. The default is set to 10 items per page, which can be expanded to 25 or 50 items per page. Bulk actions you can take are:
- Submit invoices to your customers.
⚠️This action cannot be undone. - Delete invoices.
⚠️This action cannot be undone. - Download invoices. Invoices will download in separate files on your computer.
How do I create an Invoice?
Hit Create Invoice to start a new invoice in the Invoice Builder. You must have a customer registered and active in the Vendor Portal. If you cannot find your customer, under the Customers section to check their status, locations, and other information.
You can create an invoice for your customer in minutes with products already in your system, as well as make adjustments such as deposits, discounts, taxes, and any miscellaneous charges. Quickly add products if they are not yet in your catalog as well. For detailed instructions on the Invoice Builder, click here: How do I use the Invoice Builder?.
Your submitted invoices can be found under My Invoices (Invoices > My Invoices) in the Submitted state.
What happens to submitted invoices?
When you submit an invoice, it will appear in your customer’s PaymentSource Premium system for payment. Your customer may pay via check via Fintech or submit payment electronically (ACH).
Find more information about PaymentSource Premium here.