Understanding the Invoices Page

The Invoices page lists every invoice in your clinic, with its payment status, balance and other billing details. Use its filters to find exactly the invoices you need, for example everything still unpaid from last month at one location.

Step 1: Open the Invoices Page

1. In the left sidebar, click Money.
2. Click the Invoices tab.

Money → Invoices

Step 2: Get to Know the Toolbar

The table lists your invoices, newest first. Above it, the toolbar holds everything you need to narrow the list down:

1. Date filter (shows All time to start with): narrow the list by invoice date.
2. Views (shows All invoices): switch to a saved view, or add a new one with its own filters and columns.
3. Search by invoice name: find an invoice by its number or the client’s name.
4. Create invoice: opens the Point of Sale (POS), where you can raise a new invoice and take payment.
5. Quick filters: Clients, Team, Location and Invoice status.
6. Sort: choose the column the list is ordered by.
7. Edit Columns: show or hide columns in the table.

The Invoices toolbar

Step 3: Filter With the Quick Filters

Each quick filter is a button above the table. Click one to open it:

• Clients: type at least 3 characters of a client’s name, select the clients you want, then click Apply.
• Team: pick All team members, or select individual staff members or whole teams, then click Apply. This filters by the staff member the invoice is billed under.
• Location: tick one or more of your clinic locations.
• Invoice status: tick Paid, Unpaid or Part paid.

1. Click the quick filter, for example Invoice status.
2. Tick what you want to see. Location and Invoice status apply as soon as you tick; Clients and Team apply when you click Apply.

The button shows how many options are ticked, and the invoice count updates

A filter in use shows a count on its button. Click Clear inside a filter to reset just that one, or Clear all next to the buttons to remove every quick filter. Quick filters work together, so you can combine, say, a location with Unpaid.

Step 4: Filter by Date

1. Click the date filter (it shows All time until you change it).
2. Choose Today, Last 14 days, This month, Last month or Last 3 months, or pick Custom range to set your own start and end dates. Choose All time to remove the date filter.

Preset date ranges, or set your own

Step 5: Sort the List

1. Click Sort. The button shows the column the list is currently sorted by, for example Sort: Invoice date.
2. Under Sort by, choose the column to sort on.
3. Pick Ascending or Descending. Click Clear to go back to the default order.

Choose a column and a direction

What Each Column Means

Each invoice is shown in a row, with the following details:

• Invoice Date: the date the invoice was created.
• Invoice Number: the unique reference number assigned to the invoice.
• Client: the name of the client the invoice is assigned to, along with their profile image or initials.
• Debtor: the party responsible for paying the invoice (for example, the client themselves or a third party such as an insurer).
• Location: the business location the invoice is associated with.
• Net: the invoice total before tax.
• Balance: the amount still outstanding on the invoice. If unpaid, this will be shown in red.
• Sync Xero: displays whether the invoice is synced with Xero, if integration is enabled.
• Paid: the total amount that has been paid towards the invoice.
• Payment Due Status: indicates whether the invoice is Paid, Pending, or Overdue.
• Next Payment Due Date (Days): shows how many days remain until the next scheduled payment is due, typically used for invoices that are part of a payment plan or subscription.
• Payment Method(s): displays the method(s) used to pay the invoice, for example Cash, Card, Bank Transfer, or Online. Multiple methods will be shown if a split payment was used.
• Payment Status: indicates the payment progress of the invoice, for example Paid, Partially Paid, or Unpaid.

The invoice table’s column headers

You can also reorder the columns by hovering over a column header, clicking and holding the three-line icon at the left side of the column name, then dragging the column to your preferred position.

Drag a column by its three-line icon

Bulk Editing Invoices

When you need the same change on several invoices (a shared note, a corrected location, a different issuing company), you can apply it to all of them at once instead of opening each invoice.

Bulk editing several invoices at once

Step 6: Select the Invoices You Want to Change

1. Tick the checkbox at the start of each row you want to include. To take every row on the current page, use the checkbox in the table header.
2. A toolbar appears above the table showing N Selected with a pencil icon.

Rows ticked: the toolbar shows the count and the Bulk Edit pencil

Step 7: Choose What to Change

Click the pencil icon to open the Bulk Edit panel on the right. Each field you can change is listed with a dropdown:

• Keep current value: leave the field untouched. This is the default for every field.
• Edit current value: set the same new value on every selected record.
• Clear value: empty the field on every selected record.

Every field starts on Keep current value, and the button names how many records will change

For invoices, the panel offers:

• Invoice note: free text, written to every selected invoice.
• Invoice location: the clinic location the invoice belongs to.
• Issuing company: the company shown as the issuer on the invoice.

Each field offers Keep current value, Clear value and Edit current value

Step 8: Apply the Changes

1. Click Edit 3 Invoices at the foot of the panel. The button names the exact number of records it will change.
2. The table refreshes and a confirmation message names how many records were updated.

Where These Values Come From

• Invoice location comes from the locations set up under Setup → Locations. Only locations you have access to appear in the list.
• Issuing company comes from the issuing companies set up under Setup → Issuing companies. If the list is empty, none have been set up yet.

The pencil only appears for staff members whose permissions include access to the Invoices page. See How to Set Money Permission for a Staff Member.

What's next?

• Understanding the Payments Page
• How to Create Custom Views in Invoices, Payments, Appointments, and Quotes Page
• How to Perform a Sale