Managing Invoices

Once you've created an invoice, you can edit it, finalize it for sending, track its status, or void it if something went wrong. This page covers everything you can do with an invoice after it's been created.

Invoice statuses

Every invoice moves through one of these statuses:

• Draft -- A work-in-progress invoice. You can edit everything: line items, dates, amounts, and header details. The facility hasn't seen it yet.
• Finalized -- The invoice is locked and ready to send, or has already been sent. Line items can no longer be edited. This represents a formal bill to the facility.
• Paid -- The facility has paid the invoice. You mark it as paid when you record a payment.
• Void -- A finalized invoice that was cancelled. Use this instead of deleting when you need to keep a record of the invoice. Voided invoices stay in your history for reference.

Editing a draft

While an invoice is in Draft status, you can make any changes you need:

1. Open the invoice from the Invoices list.
2. Edit line items, adjust amounts, change dates, or update the notes.
3. Changes are saved automatically as you work.

Take your time reviewing drafts -- there's no rush to finalize until you're confident everything is correct.

Finalizing an invoice

Finalizing locks the invoice so it can't be accidentally changed. This is the step that turns your draft into a formal bill.

1. Open the draft invoice.
2. Click Finalize.
3. Confirm when prompted. This action can't be easily undone.

Once finalized, the invoice is ready to email to the facility. You can still view all the details, but line items and amounts are locked.

Voiding an invoice

If a finalized invoice needs to be cancelled -- for example, you invoiced the wrong facility or created a duplicate -- you can void it instead of leaving it outstanding.

1. Open the finalized invoice.
2. Click Void.
3. Confirm the action.

When you void an invoice, the shifts that were on it return to unbilled status. This means you can include them on a new invoice if needed.

Filtering and searching

The Invoices list page has filters to help you find what you're looking for quickly:

• Status -- Show only drafts, finalized, paid, or voided invoices.
• Facility -- Narrow down to invoices for a specific facility.
• Booking source -- Filter by the agency or booking source associated with the shifts.
• Date range -- Find invoices from a specific time period.

These filters are especially helpful for spotting overdue invoices or checking whether a facility has paid.

Previewing an invoice

Click on any invoice in the list to see a full preview. The preview shows:

• All line items with dates, descriptions, and amounts
• Subtotals and the total due
• Facility details and your business information
• Invoice number, issue date, and due date

This is the same view the facility will see when you send the invoice by email.