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 it on the right. This is the same order detail panel you get from the Orders page, opened to the order's Invoice tab with this invoice in focus — so you see the invoice's details, a collapsible Notes section, Balance & Payments, its line items, and invoice actions (including Record payment) in the context of the order it belongs to. See Creating an Invoice for the difference between the two notes fields.

Invoices inherit the linked sales order's Channel when they are created. You can edit the invoice's Channel directly in the detail panel, but if the linked order's Channel changes later, Peasy updates that order's non-canceled invoices to match. Canceled invoices are left alone.

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, use the $ or % control beside Discount. In percent mode, Peasy shows the matching dollar deduction beneath the percentage field, and Invoice Total updates as you type. Click out of the field to stage the change, then choose Review changes and Save. If the change affects an invoice with payments, choose Save & Confirm after reviewing the payment impact.

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.

Billing and Shipping Addresses

An invoice snapshots its Ship To and Bill To addresses from the sales order (or the customer record, if the order has no override) when the invoice is created. There's no address editor on the invoice itself. To correct the address for invoices you create afterward, open the sales order and edit Ship to in the Fulfill panel or Bill to in the Invoice panel. Those ordinary address edits do not change existing invoices.

Changing the sales order's Customer is different: Peasy moves every linked invoice to the selected customer and replaces its address snapshots with that customer's current Bill to and Ship to addresses. A previously sent invoice shows Edited - resend, its old payment link expires, and a linked QuickBooks invoice is marked for an update. Resend the invoice to deliver the updated copy and create a payment link for the new recipient. See Managing Customers for the full address model.

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 email always carries the invoice PDF, and — for entities set up for online payments — an option to include a payment link so the customer can pay online from the email
• Resend Invoice — Appears instead of Send Invoice once the invoice has been emailed
• Record Payment — Request payment with Peasy or record money received externally. 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.

An imported invoice stays QuickBooks' record, so edits you make to it in Peasy aren't sent back to QuickBooks — its QuickBooks status shows Out of Date with a note saying so. Make the change in QuickBooks instead. Payments you collect in Peasy still sync to QuickBooks.

Changing Invoice Status

The Status column has an inline dropdown. Click the current status on any row to switch between Draft and Issued. For an unpaid invoice, the same dropdown also offers Canceled and opens a confirmation instead of changing the status immediately. This works from the Invoices list and from the invoice card inside an order's Invoice tab.

The confirmation makes clear that canceling an invoice changes only that invoice. Its sales order and fulfillments stay unchanged and can be canceled separately if needed. Keep Invoice closes the confirmation without changing anything.

If the invoice is linked to QuickBooks, choose whether to leave the QuickBooks invoice active or void it while canceling the Peasy invoice. A QuickBooks invoice with payments cannot be voided from Peasy, but the Peasy invoice can still be canceled without changing QuickBooks.

If a payment on the invoice was voided or returned in Peasy but QuickBooks still counts it, the confirmation warns you that QuickBooks still counts a payment on this invoice. You can still cancel. To fix QuickBooks, open View payments on the invoice and choose Remove from QuickBooks.

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

Editing Sent Invoices, Payment Links, or Payments

You can edit invoice details after an invoice has been sent — including the due date, shipping, discount, totals, and line items. Most edits save right away. Peasy only asks you to confirm first when the invoice already has a payment (partially or fully paid) and your edit changes the invoice total — that's the only time an edit moves the balance owed. Edits that don't touch the total, like the invoice date, invoice number, or notes, always save right away, even on a paid invoice.

When a confirm appears, edits that change the total show the invoice total before and after your edit. Choose Save changes to apply the edit, or Discard change to undo it and restore the saved value. The confirm can't be dismissed by clicking outside — each edit must be explicitly saved or discarded.

When you save a customer-facing change:

• An issued invoice stays Issued
• The existing payment link stays active and the payment page shows the updated invoice
• Any email or PDF the customer already received may still show the earlier version
• If the invoice was already sent, Peasy shows Edited - resend and the send action becomes Resend Updated Invoice until you resend — except when you only changed the invoice date or due date, which doesn't flag a resend
• Existing payments stay recorded as they were, and the balance updates to match the new total
• If QuickBooks is connected and the invoice is partially or fully paid, some QuickBooks updates may need review after saving

These points describe ordinary invoice edits. Changing the linked sales order's Customer is the exception: Peasy expires the old payment link and requires the reassigned invoice to be resent to the new recipient.

Customer notes, internal notes, and date-only changes save without a confirm and don't flag a resend. A date change still updates the invoice in QuickBooks.

You can also ask Beacon or Ask Peasy to change an invoice's notes, invoice date, or due date, such as "Move the due date on INV-1042 to November 15." You approve the change on a preview first, and Undo these changes puts the old values back. See Using Beacon for Confirmed Edits.

Bulk Actions

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

• Send — Open Review with every selected invoice, then confirm each invoice's recipient and message before sending. You can include a payment link when online payments are set up.
• Record Payment — Available when exactly one invoice is selected
• QuickBooks icon — Create selected invoices in 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. An invoice that was imported from QuickBooks is listed as Imported from QuickBooks — QuickBooks already has this invoice and is not sent again. Continue stays disabled with a tooltip until everything is resolved.
• Print icon — Generate PDFs for the selected invoices

Invoice email recipients start from the customer's active contacts: Primary and To · Billing fill To, while CC · Billing fills CC. Off contacts are excluded. Your business's invoice CC addresses are included too. You can change To or CC for one send without changing the saved contact settings. An invoice needs at least one To recipient to email it. A payment link requires exactly one To address; move additional addresses to CC or turn off the payment link before sending.

Filtering and Saved Views

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

• Invoice Status (Draft, Issued)
• Payment Status (the same state shown in the Payment column)
• Customer
• Channel (including No Channel for invoices with no channel attribution)

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

• A $0 invoice needs no payment. Once issued, an invoice whose final total is $0 shows Paid, with a $0 balance and no new payment record. If you later add an amount due, its payment status updates from the current total and any payments already recorded.
• 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 Payment column shows one clear state at a time. Draft and canceled invoices show Draft or Canceled. For issued invoices, Processing appears while a payment is still settling; otherwise Coming Due or Overdue replaces Unpaid or Partially Paid when aging matters.
• 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. From the order's Invoice tab, Send opens Review, where you choose the draft lines and quantities before issuing; on a shipment in the Fulfill tab, Invoice shipment bills just that shipment. 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.

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
• Managing Customers — Customer billing and shipping addresses, and how to correct one on an 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