Managing Invoices

The Invoices page is your central view for all customer billing. From here you can see what's been sent, what's been paid, what's overdue, and take action on any invoice without leaving the list.

How to Get There

Go to Sell > Invoices in the sidebar.

Filter Chips

Three quick filters appear at the top of the list:

• All — Every invoice regardless of status
• Coming Due — Invoices with an open balance that are approaching their due date
• Overdue — Invoices with an open balance that are past their due date

Click any chip to narrow the list instantly.

What the Columns Show

Opening an Invoice

Click the invoice number in any row to open the invoice detail panel on the right. The detail panel shows invoice details, a collapsible Notes section, Balance & Payments, line items, and additional actions. See Creating an Invoice for the difference between the two notes fields.

Notes inherited from the linked sales order become the invoice's notes when the invoice is created. The detail panel does not show a separate read-only "From order" notes block afterward.

In Balance & Payments, you can review the subtotal, add shipping, and apply a discount as either a percent or dollar amount. The total and amount due update as you type, and the changes save when you click out of the field.

If your account is connected to QuickBooks and the invoice hasn't been synced yet, a Sync to QuickBooks button appears at the bottom of the detail panel so you can push the invoice without navigating away.

If the invoice is already linked to QuickBooks, the detail panel shows its QuickBooks status. If Peasy detects local invoice changes that have not been pushed yet, you can update the QuickBooks invoice from the invoice actions.

Row Actions Menu

Click the ⋮ menu at the end of any row to see actions for that invoice:

• Send Invoice — Opens a dialog where you can review the recipient email, subject, and message before sending. The customer receives an email with a link to view and pay
• Resend Invoice — Appears instead of Send Invoice once the invoice has been emailed
• Request Payment — Send the customer a direct payment link
• Record Payment — Log a payment you received offline (e.g., check or bank transfer). See Recording a Payment
• View Order — Jump to the originating sales order
• Sync to QuickBooks — Push this invoice to QuickBooks or update the linked QuickBooks invoice when changes are pending
• Cancel Invoice — Cancel the invoice

Importing from QuickBooks

If an invoice was created in QuickBooks first, use Import from QuickBooks on the right side of the Invoices table toolbar to bring it into Peasy.

Imported invoices can be used for Peasy payment collection. During import, Peasy checks whether QuickBooks line items are linked to Peasy items. If anything needs mapping, Peasy prompts you before completing the import.

Changing Invoice Status

The Status column has an inline dropdown. Click the current status on any row to switch between Draft and Issued. You can still switch between Draft and Issued after payments have been recorded.

Invoices with payments cannot be canceled, but their Draft or Issued status can still be updated.

Bulk Actions

Select one or more invoices using the checkboxes, and a toolbar appears with bulk actions:

• Send Invoice — Send all selected invoices at once
• Request Payment — Send payment links to selected invoices
• Record Payment — Available when exactly one invoice is selected
• Sync to QuickBooks — Sync selected invoices that are ready for QuickBooks. The preflight modal groups anything blocking by reason (customer not synced, items not mapped, accounts not set, or an invoice that already exists in QuickBooks with a different total) and lets you fix each one inline. Continue stays disabled with a tooltip until everything is resolved.
• Print — Generate PDFs for the selected invoices

Filtering and Saved Views

Click the Filter button to narrow the list. You can filter by:

• Invoice Status (Draft, Issued)
• Payment Status (Unpaid, Partially Paid, Paid, Overpaid)
• Customer

You can also use the search bar at the top to find invoices by invoice number or customer name.

Once you have a filter combination you use often, save it as a view so you can get back to it in one click.

Saved view chips appear at the top of the page after the built-in invoice filters. See Saving Views for Orders and Invoices for the full workflow.

Good to Know

• Coming Due and Overdue are determined by the invoice due date and the remaining balance. A fully paid invoice is never flagged as overdue even if it was paid late. Overdue balances appear in red; coming-due balances appear in yellow.
• The envelope icon in the Payment column shows how many times an invoice has been emailed. A count of 2 means the invoice was sent twice.
• Invoices are created from within a sales order — see Creating an Invoice. You can choose which line items and quantities to include, and one order can have multiple invoices.
• QuickBooks sync happens at the invoice level. If a sales order has multiple invoices, sync each invoice from this page instead of syncing the whole order.
• If all line items on an order have already been invoiced, the Create Invoice button is disabled and a tooltip reads "All items have been invoiced."

Related

• Creating Sales Orders — How to create orders that invoices are generated from
• Creating an Invoice — How to generate an invoice from a sales order
• Invoice Reminders — Automate follow-ups for unpaid invoices
• Recording a Payment — Log a payment you received offline
• Reviewing Accounts Receivable — A routine for staying on top of what you are owed
• Saving Views for Orders and Invoices — Save table filters and columns you use often