Billing and invoice management
Navigation
The Invoice Manager provides a centralized view of all designs with outstanding balances. From here you can select designs in bulk and apply billing actions.
Invoice List
The invoice list is fully sortable and displays designs that have money owed (and optionally those that have been written off). Each row shows:
| Column | Description |
|---|---|
| Serial No | The design’s serial number |
| Date | The most recent invoice date (or creation date if no invoices exist) |
| Billed To | The billing contact name |
| Fee | Total design fee |
| Paid | Amount paid to date |
| Bal | Outstanding balance (Fee minus Paid) |
| # | Number of invoices previously generated for this design |
| Days | Number of days since the oldest unpaid invoice |
Filtering
- Include Write-Offs checkbox — when checked, designs with written-off balances are also shown in the list
Bulk Selection
Several tools help you select multiple designs at once:
| Button | Action |
|---|---|
| Check All | Select every design in the list |
| Check None | Deselect all designs |
| Older Than N days | Select designs where the oldest invoice is older than the specified number of days |
| Count Over N | Select designs that have been invoiced more than the specified number of times |
Actions
After selecting one or more designs, choose an action and click the action button:
Prepare Invoices
Generates printable invoices for the selected designs. Each invoice includes the client information, fee, payment history, balance due, and any invoice notes entered on the Client Billing wizard page. The generated invoices are saved as PDFs.
Pay in Full
Marks the selected designs as fully paid. The paid amount is set equal to the fee amount, bringing the balance to zero. The billing status is updated to “paid in full.”
Pay in Part
Prompts for a partial payment amount to apply to each selected design. The paid amount is increased by the entered amount and the balance is recalculated.
Write Off
Marks the selected designs’ balances as written off. The design is removed from the default invoice list view (unless “Include Write-Offs” is checked). Use this for uncollectible balances.
Tips
- Use the “Older Than” selector to identify overdue accounts that need follow-up.
- The invoice count (#) column helps you see how many times you’ve billed a client — useful for deciding when to escalate collection efforts.
- After applying an action, the list automatically refreshes to reflect the updated balances and statuses.
- The “None” action radio button is the default — you must explicitly select an action before the action button becomes clickable, preventing accidental bulk operations.