Invoices

Invoices is where you create, send, and collect on billing documents — directly, or made from an accepted quote, proposal or package order. Clients can pay online by card or bank (ACH) through Stripe, or however your payment instructions say.

The page has two tabs: Invoices and Credit notes.

The summary cards

1. Outstanding

   Everything sent and not yet paid, and how many invoices that is.

2. Oldest open

   How long the oldest unpaid invoice has been open, and whose it is.

3. Collected, 30d

   Money received in the last 30 days, with the change against the 30 days before.

4. Due next 30d

   What's coming due in the next 30 days.

5. Collected, 90d

   A small trend line of the last 90 days' collections.

The bar underneath splits what's outstanding into Overdue and Not yet due. The cards follow your filters: narrow the table to one client or a date range and they recalculate to match.

Filtering the list

Above the table: a search box (title, client or invoice number), and Client, Status, Range (any time, last 30/60/90 days, this month, last month) and Rows per page. Filters update the address, so a filtered view can be bookmarked or shared. Export downloads the list.

The table

Each row shows the invoice number, the client, the issue and due dates, the amount, the status (overdue ones say how late, e.g. "22d overdue"), where it came from (a project, quote, proposal or package), and View invoice.

Tick rows for bulk actions. The ⋮ menu on each row has:

• Send / Resend / Send copy — email the invoice (the label follows its status).
• Mark paid — record a payment that came in outside Tabulox.
• Duplicate… — a new invoice filled from this one.
• Edit… — while the invoice can still be edited.
• Add note… — an internal note the client doesn't see.
• Cancel / delete — void the invoice (it asks first).

On an invoice

Open an invoice to see it as your client will, with everything you can do around it.

• The command bar — the invoice number and status, the client and dates, and Notes, Edit, Download, PDF and the email button. The email button follows the status: Send a draft, Send reminder for one that's outstanding, or send a copy of one that's paid. The ⋯ menu has Duplicate, Copy client link, Issue credit note and Void.
• Client journey — the deal from inquiry to paid, with Draft reminder (or Draft overdue reminder) to write the email for you.
• The details rail on the right — the balance due, whether it's due or overdue, and how much is paid; Mark as paid; the invoice's details; and an activity timeline (created, emailed, paid, reversed, edited, voided). Hide the rail with the button at the top right if you want more room; Tabulox remembers.
• Payments — every payment against the invoice.

Payments: refunding and reversing

• A card or bank payment made online has Refund (admins). Refund any amount up to what's left, choose whether the invoice stays settled or its balance reopens, and optionally email the client a refund notice. Refunds made directly in Stripe are picked up too.
• A payment you recorded by hand (a check, a bank transfer) has Reverse (admins), with a reason — for one recorded by mistake. The invoice goes back to the status it had before.

The Credit panel shows any credit notes applied to the invoice, Issue credit note, and — when the client has unused credit — a button to apply it.

Autopay

When the client pays automatically with a saved card or bank account, the rail says so — "Autopay · Visa ending 4242, charged November 29" — so you know the invoice will be paid without chasing. See Late fees & autopay.

Creating an invoice

New invoice (top right) starts with who it's for:

1. Pick a client

   Search, or pick from the list — each row shows the client's recent activity, how many invoices are open, and what they owe. Select one and click Continue to invoice (or double-click the row).

2. Or add a new one

   New client adds one right there with just a name; it's added to the list already selected. Fill in their details later from Clients.

Then the invoice itself:

• Invoice basics — the number (leave it blank to number it automatically), invoice date, due date (from your payment terms, e.g. "Net 10"), an optional project, and a note. The terms and note start from Settings → Invoicing.
• Billable items — add line items, or bring them in with Add from quote.
• Payment — how the client pays: online by card or bank, or your payment instructions (including wire details, if you've added them).
• Invoice summary — totals, due date and terms, with a check for anything missing ("1 line item needs a name"). Preview shows the invoice as the client will see it.

Create invoice saves it as a draft ready to send — "Creating sends nothing yet". Save draft keeps working on it later.

How invoices look

The web invoice and its PDF use the same layout and your brand, set in Settings → Document themes. Late fee terms, payment instructions and wire details print on both. See Settings.