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.
- In the sidebar, find the Revenue group.
- Click Invoices.
- 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.
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. |
| Retainers | Client retainers, with their Balance, Funded and Drawn amounts. See 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. |
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.
- 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.
How to find an invoice
You find an invoice by typing in Search invoices… and narrowing the list with the filters and the timeframe.
- Type in the Search invoices… box at the top of the Overview tab.
- 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
- Pick a timeframe: This month, Last 3 months, This quarter, This year, Last month, Last quarter, Last year, All time or Custom range.
- 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. | 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.
Set up your invoices: Add your brand, wording and defaults with Invoice Settings & Customization.
Get paid: Record money as it arrives with How to Record Invoice Payments.