Mobile app: Managing invoices (in the Reports tab)

This article is for Administrators and some Managers. Learn more about permissions. If you’re a Member, check out our Member resources.

With our mobile app for iPhone and Android, you can manage existing invoices with the touch of a finger. Go to the Reports tab and tap Invoices to view open and closed invoices, send existing invoice drafts, and record invoice payments. You can also see an invoice's history directly on your phone.

A few notes:

  • Only Administrators and Managers with permission to create invoices will see the Invoices section in their Reports tab.
  • What Managers can see and do here will depend on their access to special invoicing permissions
  • You aren’t able to create or edit invoices from the mobile app, only in a web browser.
  • The Invoices section won't appear at all if the Invoices module is disabled for the account. Administrators can enable the Invoices module in a web browser.

Viewing open and closed invoices

  1. Tap the Reports button (chart icon) in the menu along the bottom of your screen.
  2. From the reports list, tap Invoices. Your app will default to the Open invoices view. 
  3. To view closed invoices, tap Open at the top left and select Closed.

Note: Open invoices include draft, sent, and late invoices. Closed invoices include paid and written-off invoices.

Sending invoices

  1. From your open invoices list, tap the invoice draft you’d like to send. Invoice drafts will be indicated with a gray Draft under the invoice amount.
  2. Tap the Send invoice button.
  3. Enter the appropriate contact’s email address in the To: field.
  4. Choose whether to include a PDF version of the invoice by toggling Attach PDF on or off.
  5. By default, the body of the message will contain information about the invoice. You can make any changes you’d like to this field or add a personal note.
  6. Tap Send.

Tip: To manually mark an invoice as sent, tap the three dots in the top right, then tap Mark as Sent.

Sending invoice reminders

Once an invoice is late, you can send invoice reminders to your clients in the same way you sent the original invoice.

  1. From your open invoices list, tap the desired late invoice.
  2. Tap the Send reminder button.
  3. Enter the appropriate contact’s email address in the To: field.
  4. Choose whether to include a PDF version of the invoice by toggling Attach PDF on or off.
  5. The body of the message will include the default reminder message configured in your account. You can make any changes you’d like to this field or add a personal note.
  6. Tap Send.

Manually recording a payment

  1. From your open invoices list, tap the desired invoice.
  2. Tap the Record payment button.
  3. Enter the payment Amount and Date, and add any desired notes in the Write a note (optional) field.
  4. Tap Save.

Sending thank you messages

Once an invoice has been paid, you can send a thank you message with the following steps:

  1. From your Closed invoices list, tap the desired paid invoice. Paid invoices will be indicated with a green Paid under the invoice amount.
  2. Tap the Send Thank You button.
  3. Enter the appropriate contact’s email address in the To: field.
  4. Choose whether to include a PDF version of the invoice by toggling Attach PDF on or off.
  5. The body of the message will include the default thank you message configured in your account. You can make any changes you’d like to this field or add a personal note.
  6. Tap Send.

Actions: writing off invoices, reopening invoices, and marking an invoice as a draft

Writing off or reopening an invoice

  1. From your open invoices list, tap the invoice you’d like to write off. Only invoices that have been sent or marked as sent can be written off.
  2. Tap the three dots in the top right.
  3. Tap Write off invoice.
  4. To reopen a written-off invoice, tap the three dots in the top right, then tap Re-open Invoice.

Marking an invoice as a draft

  1. From your open invoices list, tap the desired invoice.
  2. Tap the three dots in the top right.
  3. Tap Mark as Draft.

Viewing invoice history

You can view an invoice’s history by opening the invoice and tapping the View history button next to the Latest activity. From the invoice history, you’ll be able to see when a specific person:

  • Created the invoice.
  • Sent the invoice.
  • Manually marked the invoice as sent.
  • Updated the invoice.
  • Wrote off or reopened the invoice.
  • Marked the invoice as a draft.
  • Manually recorded a payment.

The invoice history will also show when the client:

  • Viewed the invoice.
  • Made a payment.

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