Invoices

The bill: what a customer owes, for what, and by when.

When you would use this: for anything you are charging a customer for directly, rather than through a subscription or a converted estimate.

Statuses: Draft, while you are building it; Sent, once it is with the customer; then Partially paid, Paid or Overdue, which are never set by hand — they are worked out from what has actually been paid and today's date, every time the invoice is shown, so they are always right and never need correcting. Cancelled is the exception, set deliberately: the lines stay on the record, but nothing is owed.

Drafting one: a customer, a currency, dates, a reference, and line items — description, quantity, rate, tax (a second tax too, where your firm uses one), and an optional discount on that line, as either a percentage or a fixed amount, never both. A document-level discount can sit alongside the line-level ones. "Show quantity as" changes the column heading between Qty, Hours or both, to match what you are actually billing — a display choice only, it changes nothing about the arithmetic underneath.

Sending: freezes the lines, discount and terms.

Cancelling: offered once an invoice is sent, so long as no money has touched it yet — once a payment is recorded, cancel is no longer offered, since a payment against a cancelled invoice would be nonsense; use a credit note instead once money is involved (see "Credit notes").

Recording payment on several invoices at once: "Batch payment" (from the Invoices screen) takes one payment amount for a customer and spreads it across their open invoices, oldest balance due first, rather than recording each one separately.

A narrower view: a role with only its own invoices sees totals and charts for its own scope only — the firm-wide outstanding and collected figures at the top of the list are shown only to someone who reads every invoice, not to a narrower reader, even though their own rows still list normally.

When it refuses: "Delete" is only offered on a draft, and a number it used is never handed to another invoice. Cancel disappearing on a paid-against invoice is the product protecting the ledger, not a fault.