Once Invoices are created, you can manage and update them by adding payments, resending, printing or copying Invoices and more. These can be done with individual actions, quick actions or bulk actions on several Invoices at once.
Individual Actions
While viewing any Invoice, click on the More Actions button to do any of the following:
- Add a Payment - Add a payment to mark this Invoice as paid
- Send by Email - Send or resend an Invoice to your Client and any additional Secondary Contacts by email
- Share via Link - Quickly create a link to share the Invoice outside of email
- Mark as Sent - Mark a draft Invoice as sent which allows the Invoice to be properly recorded in your Reports
- Duplicate - Copy the existing Invoice and modify the new one as needed
- Print - Print the Invoice for physical use
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Download PDF - Download the Invoice as a PDF file
- To download attachments on a specific Invoice, open the Invoice and click on the Download link under the Attachments section instead
- Archive - Move the Invoice into your Archived Invoices list to keep your active list clean
- Delete - Move the Invoice into your deleted Invoices list, deleted Invoices can be viewed anytime by clicking on the Deleted link at the bottom of your list of Invoices
From the Invoices section, hover over any Invoice to quickly perform any of these actions:
- Edit - Click on the pencil icon and you’ll be taken to the edit view of the Invoice where you can adjust and save afterwards
- Duplicate - Click on the two papers icon to copy the existing Invoice and modify the new one as needed
- Add a Payment - Click on the coin icon to add a payment to the Invoice
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More Actions - Click on the three dots icon to access additional options like:
- Send by Email
- Mark as Sent
- Download PDF
- Archive
- Delete
- Share via Link
Bulk Actions
From the Invoices section, you can also update several Invoices at once. Check off as many boxes next to any Invoice as needed, and click on the Bulk Actions button. From there you can select any of the below:
- Edit - Check off the box next to one Invoice to edit it
- Duplicate - Check off the box next to one Invoice to duplicate it and modify the new one as needed
- Print - Print up to 50 Invoices
- Send by Email - Send several Invoices by email at once to only the Primary Client
- Mark as Sent - Mark up to 150 draft Invoices as sent at once
- Add a Payment - Mark up to 50 unpaid Invoices as paid at once
- Download PDF - Download several Invoices as individual PDF files
- Assign to Project - Assign a single Invoice that has no Time Entries/Services on it to an existing Project for accurate Project Profitability
- Archive - Move several Invoices into your archived Invoices list to keep your active list clean
- Delete - Move several Invoices into your deleted Invoices list
Mark as Bad Debt
Bad Debt is when you’ve done work and created an Invoice for the Client, but the outstanding amount cannot be recovered or collected. Marking an Invoice as Bad Debt allows you to write off or void the invoice so that it’s no longer outstanding, and to stop it from triggering any Payment Reminders or a Late Fee.
Mark an Invoice as Bad Debt with the below steps:
- Go to the Invoices section
- Hover over the Invoice you want to edit and click on the pencil icon
- Click on the Add a Line button to add a new line to your Invoice
- In the Enter an Item Name field, enter Bad Debt (or similar), and if needed, include more details in the Item Description field
- Under the Rate column, enter the unpaid amount as a negative value
- The Amount Due should now be zero, click Save
![Invoice with zero balancce including a bad debt line item.]()
- Then click to view the Invoice again, click on More Actions and then select Add a Payment
- Leave the Amount field as 0.00, choose any Payment Method and add any Payment Notes if needed
- Click on Add a Payment to finish. This ensures the Invoice is no longer Outstanding or Overdue.
Notes on Sales Taxes for Bad Debt:
If Sales Taxes are also on the Invoice, determine whether Sales Taxes have been applied to all or some items:
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Sales Taxes on All Line Items - Ensure your Bad Debt line item includes the same Sales Taxes by clicking Add Taxes under its Rate
![Two line items, one which is bad debt, on invoice with sales tax included.]()
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Sales Taxes on Some Line Items - Split your Bad Debt line item into two separate Bad Debt line items - one that is the total of all line items with no Sales Tax, and the other is the total of all line items with Sales Tax applied, and click on Add Taxes to also apply Sales Taxes to it
![Four line items, two of which are bad debt, and only one bad debt item has sales tax included.]()
