---
title: "Access & Navigation"
description: The Invoices module is where you create, track and manage every invoice you send to clients in OneSuite. Knowing its tabs, filters and statuses helps you find an invoice fast and see at a glance what is still waiting to…
url: "https://help.onesuite.io/docs/access-navigation/"
updated: "2026-10-01"
category: "Invoices & Payments"
---

# Access & Navigation

The Invoices module is where you create, track and manage every invoice you send to clients in OneSuite. Knowing its tabs, filters and statuses helps you find an invoice fast and see at a glance what is still waiting to be paid.

**In this guide you'll learn how to:**

- Open the Invoices module and move between its tabs
- Find an invoice with search, filters and timeframes
- Choose which columns the invoice list shows
- Read an invoice's status
- Use the actions menu on each invoice

## Before you start

- You need permission to view invoices. If you can't open the module, ask an admin to check your profile in **Settings**, **Workspace**, **Profiles & Permissions**.
- If you don't see **Invoices** in the sidebar, an admin can switch it on in **Settings**, **Customize Navigation**.

## How to open the Invoices module

Click **Invoices** in the **Revenue** group of the sidebar, and the module opens on its **Overview** tab.

1. In the sidebar, find the **Revenue** group.
2. Click **Invoices**.
3. The **Overview** tab opens, with the title **All Invoices** and your invoice list.

**Estimates** sits in the same **Revenue** group, but it is a separate module with its own list, editor and switch. It is not a tab inside Invoices. See [How to Create Estimates](https://help.onesuite.io/docs/how-to-create-estimates/).

## What are the tabs in the Invoices module?

A tab strip at the top of the module has five tabs: **Overview**, **Recurring**, **Retainers**, **Uninvoiced** and **Configure**.

| Tab | What it shows |
| --- | --- |
| **Overview** | Every one-time and recurring invoice, with search, filters, a summary and the **Create** button. This is where the module opens. |
| **Recurring** | Your recurring invoices, their schedules and whether each one is **Active**, **Paused** or **Ended**. See [Creating Recurring Invoices](https://help.onesuite.io/docs/creating-recurring-invoices/). |
| **Retainers** | Client retainers, with their **Balance**, **Funded** and **Drawn** amounts. See [How to Use Retainers](https://help.onesuite.io/docs/how-to-use-retainers/). |
| **Uninvoiced** | Leaves the module and opens **Reports**, **Invoicing**, **Uninvoiced**, which lists billable work that is not on an invoice yet. |
| **Configure** | The settings for every invoice: company and brand, document layout, defaults, taxes, item types, emails and payment. See [Invoice Settings & Customization](https://help.onesuite.io/docs/invoice-settings-customization/). |

The tab strip is hidden while you edit or view a single invoice. Use the back link or the sidebar to return to the list.

## What's on the Overview page?

The **Overview** page has a header with three buttons, two sub-tabs, a set of filters and the invoice list grouped by month.

**Header buttons**

- **Create** opens the **New invoice** dialog. See [Create One-time Invoices](https://help.onesuite.io/docs/create-one-time-invoices/).
- **Actions** opens a menu with **Export CSV**, **Export Excel**, **Export line items (CSV)** and **Bulk actions**.
- **Activity Log** opens a panel that shows all invoice activities and changes.

**Sub-tabs**

- **Open** shows every invoice that is not paid or closed, drafts included, with a count beside the tab name.
- **All invoices** shows every invoice in the selected timeframe.

**Summary**

Above the list, **Total open** shows everything still owed across all time. **Total paid** shows what has been paid on invoices issued in the year shown, and a chart compares **Open** and **Paid** for the invoices issued that year.

**Invoice list**

Invoices are grouped by month, newest first, and each month shows how many invoices it holds. Click a row to open that invoice.

![Invoices module, Overview tab, with the tab strip, the Create, Actions and Activity Log buttons, and the Open sub-tab selected](https://help.onesuite.io/wp-content/uploads/2026/10/access-navigation-1.webp)

## How to find an invoice

You find an invoice by typing in **Search invoices...** and narrowing the list with the filters and the timeframe.

1. Type in the **Search invoices...** box at the top of the **Overview** tab.
2. Narrow the list with the filters:
   - **Status**: **Draft**, **Open**, **Partial**, **Paid**, **Closed** or **Overdue**
   - **All Clients**: one or more clients
   - **All Projects**: one or more projects
   - **Type**: **All**, **One-time** or **Recurring**
3. Pick a timeframe: **This month**, **Last 3 months**, **This quarter**, **This year**, **Last month**, **Last quarter**, **Last year**, **All time** or **Custom range**.
4. Click **Clear filters** to start again.

The list starts on **Last 3 months**. OneSuite remembers the timeframe you pick, so choose **All time** once if you want to see your full history every time.

## How to choose which columns show

Open **Columns** above the list and tick the columns you want, or click **Reset to default** to go back to the standard set.

| Column | What it shows |
| --- | --- |
| **Invoice no.** | The invoice number. |
| **Client** | The client billed. |
| **Status** | The invoice's status (see the next section). |
| **Amount** | The invoice total. |
| **Paid** | How much has been paid so far. |
| **Balance** | How much is still owed. |
| **Written-off** | The amount written off, if any. |
| **Type** | One-time or recurring. |
| **Due in** | How long until the invoice is due. |
| **Issue date** | The date on the invoice. |
| **Due date** | The date payment is due. |
| **Paid on** | When the invoice was paid. |
| **Last update** | When the invoice last changed. |
| **Created by** | Who created the invoice. |

On **All invoices**, every column shows by default except **Invoice no.** and **Due in**. On **Open**, **Paid**, **Written-off** and **Paid on** are hidden and **Due in** is shown.

## What do the invoice statuses mean?

Every invoice shows one of five statuses: **Draft**, **Open**, **Partial**, **Paid** or **Closed**, and **Overdue** is added when a payment is late.

| Status | What it means |
| --- | --- |
| **Draft** | Still being written. A draft can't be sent until it is saved. |
| **Open** | Saved and waiting for payment. The label adds where it is in sending: **Open · Saved**, **Open · Sent** or **Open · Viewed** once the client has opened it. |
| **Partial** | Some money has been paid, but a balance is still due. Hover over the status to see how much is paid and how much is due. |
| **Paid** | Paid in full. |
| **Closed** | The balance was written off. Hover over the status to see the amount written off. |
| **Overdue** | Not a status of its own. It is added to an **Open** or **Partial** invoice once the due date has passed. An open invoice that is late reads **Overdue**, and a partly paid one reads **Partial · Overdue**. |

An invoice due today is not overdue until the next day.

## How to use the actions menu on an invoice

Each row has an actions menu with the things you can do to that invoice. The options change with the invoice's status and your permissions.

| Option | What it does | When it shows |
| --- | --- | --- |
| **View** | Opens the invoice. | Any saved invoice |
| **Edit** | Opens the invoice in the editor. | Unpaid invoices that are still a draft or saved but not sent |
| **Share** | Opens the page to email the invoice to your client. | Saved, unpaid invoices that are not closed |
| **Download** | Downloads a PDF of the invoice. | Any saved invoice |
| **Send reminder** | Sends a payment reminder. | Sent, unpaid invoices that are not written off |
| **View client payment page** | Opens the page your client sees and pays from. | Sent or viewed invoices |
| **Make a copy** | Creates a copy of the invoice. | Any saved invoice |
| **Record payment** | Records a full or partial payment. See [How to Record Invoice Payments](https://help.onesuite.io/docs/how-to-record-invoice-payments/). | Invoices with a balance due |
| **Mark as sent** | Marks the invoice as sent without emailing anyone, for when you delivered it another way. | Saved invoices that are not sent or closed |
| **Write off…** | Writes off the balance and closes the invoice. | Sent invoices that are not paid or closed |
| **Re-open** | Removes the write-off, so the balance is due again. Payments already recorded stay on the invoice. | Closed invoices |
| **Mark as draft** | Moves the invoice back to a saved draft you can edit. Its sent date is cleared and the client is not notified. | Sent invoices with no payments that are not closed |
| **Copy to QuickBooks** / **Copy to Xero** | Copies the invoice to your accounting tool. | When QuickBooks or Xero is connected |
| **Activity log** | Shows every change to the invoice. | Any saved invoice |
| **Delete** | Deletes the invoice. | If you have permission to delete invoices |

Once an invoice has been sent, **Edit** no longer appears. Use **Mark as draft** to make it editable again, as long as no payment has been recorded.

To act on several invoices at once, tick the boxes beside them. The bulk actions appear below the list: **Mark as sent**, **Record payment**, **Write off**, **Update…** and **Delete**. A bulk **Record payment** records each invoice as paid in full, and a bulk **Delete** makes the time and expenses on those invoices uninvoiced again.

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## FAQs

### Where is the Invoices module in OneSuite?

**Invoices** is in the **Revenue** group of the sidebar, next to **Estimates**. If you can't see it, an admin can switch the module on in **Settings**, **Customize Navigation**, or you may need permission to view invoices.

### Why can't I see my older invoices?

The list starts on the **Last 3 months** timeframe. Open the timeframe picker and choose **All time** or a **Custom range**, and OneSuite remembers your choice next time.

### Where did the Customize button go?

The invoice settings now live on the **Configure** tab of the Invoices module. It groups them into seven pages, with a search box to find any single setting.

### Are estimates part of the Invoices module?

No. **Estimates** is its own module in the **Revenue** group, with its own list and its own module switch. An accepted estimate can be turned into an invoice draft.

### Why can't I edit an invoice I already sent?

Once an invoice is sent, **Edit** disappears from its menu. Choose **Mark as draft** to turn it back into a draft you can edit. This option is offered only while no payment has been recorded and the invoice is not closed.

### Can I just track invoices in a spreadsheet instead?

You can, but you would update every payment and status by hand. The Invoices module updates each invoice's status as it is sent, viewed and paid, and you can still export the list with **Export CSV** or **Export Excel**.

## What to do next

**Create your first invoice:** Follow the **New invoice** dialog and wizard step by step in [Create One-time Invoices](https://help.onesuite.io/docs/create-one-time-invoices/).

**Set up your invoices:** Add your brand, wording and defaults with [Invoice Settings & Customization](https://help.onesuite.io/docs/invoice-settings-customization/).

**Get paid:** Record money as it arrives with [How to Record Invoice Payments](https://help.onesuite.io/docs/how-to-record-invoice-payments/).