Managing invoices

The Manage invoices tab in Clients + Invoicing lists all your client invoices. From here you open, finalize, send and cancel invoices, change their status and record payments.

The invoice list

Invoices are grouped by due month. Each month shows the total amount due, converted to your organization's currency (cancelled invoices excluded).

Column	What it shows
View Invoice	A PDF icon for finalized invoices (opens the PDF), or a pencil for editable drafts (opens the editor).
Client	The client billed.
Invoice date / Due date	The due date turns red once it has passed and the invoice is not paid.
PO number	The invoice PO, and how many other POs its lines reference.
Period	The dates the invoice covers.
Created on	Default sort, newest first.
Status	Click to change it (see below).
Amount due	The invoice total, with the currency code when it differs from your organization's currency.
Received	Amount paid so far. For partially paid invoices, click it to open the payment tracker.
Line item PO Numbers, Department, Office	Extra references for reporting.

Filtering and searching

Year... and a period selector (up to about 3 months, with Past month / Next month arrows). By default you see the current year, by invoice date.
Client..., Curr... (currency), Status..., Department and Office.
Quick find... searches everything, including client names and invoice numbers. When you type here, the other filters are ignored, so you can find any invoice.

Invoices for a client are also listed in that client's details, and clicking a client PO number filters to invoices using it.

Invoice statuses

Shown in list	Status option	Meaning and effect
Draft	Draft/Editable	Being prepared. Fully editable. Can be deleted. Not counted in financial reports.
Ready to send	(Finalized)	A PDF has been created with Finalize This Invoice. Read-only; can still be deleted or turned back into a draft. Not counted in financial reports.
Sent	Sent/Awaiting payment	Sent to the client. Counted as invoiced in reports. Cannot be deleted.
Partial payment	Partially paid	Some money received. Log each payment in the payment tracker.
Paid	Paid in full 💰	Shows as received on all financial reports.
Cancelled	Cancel invoice	Kept on file for your records. Excluded from reports. Cannot be deleted afterwards.

Changing the status

Click the Status cell of an invoice and choose a new status. (Clicking the status of an editable draft opens the editor instead: finalize it first.)

Paid in full asks you to confirm ("This will now show as received on all financial reports").
Cancel invoice asks you to confirm, since a cancelled invoice cannot be deleted.
Draft/Editable on a finalized invoice asks you to confirm that the read-only PDF will be converted back to an editable form. You must finalize again after your changes.
Any status can be changed to any other; missionX does not enforce an order. Changes are recorded in the invoice history.

When an invoice leaves draft, missionX saves a snapshot of your company and client details on it, so later changes to addresses or codes do not alter invoices already issued.

Sending invoices to clients

Finalize the invoice. The PDF downloads automatically; you can download it again any time from the PDF icon in the list.
Email the PDF to your client's accounts contact.
Set the status to Sent/Awaiting payment so it counts as invoiced and appears in past-due and overdue tracking.

Editing, deleting and cancelling

Editing: only drafts open in the editor. Sent, paid, partially paid and cancelled invoices open as a read-only PDF. To change a finalized invoice, set it back to Draft/Editable.
Deleting: only draft and finalized (Ready to send) invoices can be deleted, from the trash icon in the list or Delete This Invoice in the editor. Paid or partially paid invoices cannot be deleted. Deleting an invoice makes its items available to invoice again. The row may remain in the list until you refresh.
Cancelling: use Cancel invoice for invoices already sent. There are no credit notes; to correct a sent invoice, cancel it and create a new one.

Items on a cancelled invoice still count as invoiced on the Create invoices screen. To bill them again, add them to a new invoice manually with the + buttons in the editor.

Overdue invoices

The due date shows in red once passed.
When you create a new invoice for the same client code and currency, overdue Sent or Partially paid invoices are added as Past due amounts (you can untick them). The PDF includes a note: "If you have already made payment, please disregard this notice."
missionX does not send automatic payment reminders or add late fees.

Invoices in financial reports

Organization financials: invoiced amounts per month or quarter, counting Sent, Partially paid and Paid invoices, by due date, converted to your organization currency.
Customers list: invoiced and collected totals per client.
Collected = full amount for Paid invoices, and the sum of payments recorded for Partially paid invoices.
Cancelled invoices are always excluded.

Next steps

Learn how to record payments in Invoice payments.