Invoice

The Invoice page shows one invoice, debit note or credit note: its header, the accounts it bills, and tabs for its data, payments, files, comments and action log. It is also where you approve it, generate its PDF, send it, and record what happens after: payment, write-off or reversal.

To open an invoice, select its number on the Invoices page, on the Invoices tab of a job’s finance page, or wherever TrakIT shows it. It opens in a new tab. The title shows the type and the number, for example Invoice INV-2026-0042.

Debit notes work like invoices, with their own numbering and PDF templates, but they cannot be written off or reversed. Credit notes have a few differences, described in Credit notes.

Statuses

Status	Means
Draft	Being prepared. You can change its accounts and settings. Its number is a pro-forma number, such as PF00123-1, and its date moves to today each time it is opened, unless it was back-dated.
Approved	It has its final number, in your company’s numbering for its type, and its final PDF, unless it was approved from the Invoices list. Its accounts and settings can no longer change. If its total is above zero, the entity’s external users see it in the portal.
Finalised	Confirmed after approval. If your company keeps its accounts in TrakIT, finalizing posts it to the books.
Cancelled	Cancelled while it was a draft.
Reversed	A credit note has been raised against the invoice.
Written Off	Its outstanding balance has been written off as uncollectible.

Users who subscribed to invoice notifications receive an email when an invoice is created, approved, finalized, cancelled or reversed, when a pro-forma is generated, and for some other changes. Your company can also have its own checks that stop an action with a message, and its own actions that run when an invoice changes status.

The top of the page

Job ID links to the finance page of the invoice’s job. It does not appear on an invoice that is not for one job.
The share icon (Share Invoice Link) shares or copies the link to the invoice. The link needs a TrakIT sign-in.
Tags label the invoice. To add one, type a tag of at least 3 letters or numbers, without spaces, in Add a Tag and press Enter; to remove one, select the cross next to it. You can change tags until the invoice is finalized, if your role can create, generate pro-formas for or approve invoices.
Actions runs an action that your company has set up for invoices, if there is one. TrakIT asks you to confirm first; actions cannot be undone.

Field	Shows
Date	The invoice date. Grey on a draft, with a note that it is fixed on approval.
Currency	The invoice currency.
Entity type, for example Customer	The entity invoiced. Select the information icon to see its details.
Company	The company that issues the invoice.
Created By	Who created it, and when.
Approved By, Finalised By	Who approved and finalized it, and when, or [ Pending ]. A cancelled invoice shows Cancelled By instead.
Credit Period, Due Date	The days allowed for payment, and the due date that gives. Not shown on credit notes.
Profit Center	The profit centre, if one is set.
Status	The status.
Synced	When the invoice was sent to your external accounting system, if your company uses one.
Show Rate/Qty, Show Quantity Units, Show SubTotals	How the accounts are shown, on the page and in the PDF. See Modify the invoice.
Pro-Forma Count	How many pro-formas have been generated.
Tax Exemption	The taxes the invoice is exempt from, if any.
E-Invoice Code	The e-invoicing code, if the invoice has one.
Remarks	The invoice remarks.

Below the header, unless the invoice is cancelled:

Field	Shows
Invoice PDF	Icons to download, view and print the final PDF, once the invoice is approved and has one, if your role can preview invoices. The label uses the type, for example Credit Note PDF.
Received	The total of the approved receipts for the invoice. Returned on a credit note.
Outstanding	The receivable amount less what was received and any tax deduction: amber while something is outstanding, green otherwise. It shows 0 with (Marked Paid) or (Written Off).
Tax Deduction	The tax deducted by the customer, if one is set.
X-Rate	The exchange rate from the job’s currency to the invoice currency, when they differ: the rate, the two currencies and how its date was chosen. ?? Missing/Outdated means no rate was found; see Exchange rates. When the currencies are the same but the accounts have amounts in another currency, the rate worked out from those amounts is shown as (Derived).

If the invoice was sent to an external accounting system, its reference and when it was sent appear below, or the error in red. [Clear] clears the reference so that the invoice is sent again.

Actions on the invoice

The buttons under Select Action depend on the invoice’s status and on your permissions.

Button	What it does
Pro-Forma	Generates a pro-forma of a draft.
Request Approval	Asks the approvers to approve a draft. See Request approval. Shown instead of Approve if you cannot approve.
Approve	Approves the invoice and generates its final PDF.
Finalize	Finalizes an approved invoice.
Un-Approve	Takes an approved invoice back to draft, when it is not finalized or sent to an external accounting system.
Duplicate	Creates a new draft from the invoice. See Duplicate an invoice.
Email…	Emails the final PDF of an approved invoice.
Generate Doc	Generates another document from the invoice.
Mark as Paid, Mark as Unpaid	Marks an approved invoice as paid, or undoes it.
Cancel, Delete	Cancels or deletes a draft.
Reverse Invoice	Reverses a finalized job invoice with a credit note.
Write Off, Remove Write-Off	Writes off the outstanding balance, or undoes it.
Modify	Changes the invoice’s settings, on a draft.

System administrators also see Recreate PDF, on an approved invoice. It opens the Generate popup with the templates for its type, and replaces the final PDF with a new one, or generates it for an invoice approved without one. The number and date do not change, and nothing is emailed.

Accounts tab

The Accounts tab lists the accounts the invoice bills: income accounts, and disbursements (costs paid on the customer’s behalf). The page opens on this tab.

Column	Shows
Checkbox	Selects the account, on a draft. The check icon in the heading selects all or none.
Serial	The line number.
Appr	Whether the account needs approval. Point to the light to see Approval not required, Waiting for Approval or Approved.
Job	On an invoice that is not for one job: the finance page of each account’s job.
Item	The account name, detail and code, its local name and its external remarks. A pencil appears on ad-hoc accounts of a draft.
WO	The work order of the account, with an amber warning icon if it was cancelled.
Applies	How the quantity is counted, for example per WO. Only when Show Quantity Units is on.
Qty, Rate	The quantity and the rate in the invoice currency. Only when Show Rate/Qty is on. [Missing] means the exchange rate is missing. When the account has an amount in another currency, it is shown in small grey below.
Amount	The amount in the invoice currency.
Tax Name, Tax Amount	The taxes of the account and their amounts, when the invoice has taxes. [Exempt] for a tax the invoice is exempt from.

Your company can add other columns, for example work order details. If your company shows line totals, an invoice with taxes gets a Total + Tax column, and with Show SubTotals on, a subtotal follows each type of account. Accounts in an account group are listed under the group’s name: they are merged into the group on the PDF.

Below the accounts:

Subtotals: the totals of the amounts and of the taxes, when the invoice has taxes.
GRAND TOTAL: amounts plus taxes, rounded if your company rounds invoice totals.
Adjustments: see Adjustments.
Total Receivable Amount: the grand total less the adjustments, and below it the amount in words.

When you open a draft, TrakIT removes any account whose entity is not the invoice’s, and says how many it removed.

On a draft, these buttons appear above the list if your role can create invoices:

Refresh updates the exchange rate, the totals and the adjustments, for example after the accounts have changed on the job.
Allocate adds accounts that are waiting to be invoiced. See Select accounts to add.
Add Account adds an account that is not on any job. See Add an ad-hoc account.

Allocate and Add Account do not appear on a credit note that refers to an invoice.

Select accounts to add

Allocate lists the accounts that can go on the invoice: the actual income and disbursement accounts of the invoice’s entity, in the invoice’s company, that are not on an invoice or an internal posting yet. For a job’s invoice, only that job’s accounts are listed; for an invoice that is not for one job, the accounts of all jobs are.

Select Allocate.
To narrow the list, type in Account Name/Code, WO / Container / Manifest, and, for an invoice that is not for one job, the job reference and Workflow Serial. Your company may also have added a filter on a data field: enter the value and select the search icon.
Select the accounts to add, or select a row. The check icon in the heading selects all or none of the accounts shown. Selected counts them.
Select Add.

The accounts are grouped into Income Accounts and Disbursement Accounts. For each, the list shows its account group, Applies, the job, the WO with its container or load ID, the Entity Type, Rate, Quantity, Total, and who updated it last. TrakIT then refreshes the exchange rate and the totals.

Add an ad-hoc account

Add Account adds an account that belongs to the invoice only, not to a job. It appears if your company has Use Ad-hoc Accounts on in its finance settings.

Select Add Account.
In Account Type, choose Income or Disbursement.
Choose the Account Master: the account, from those set up for the company.
Enter an Account Detail if needed, up to 50 characters.
Choose the Account Group, if your company uses groups.
Choose how the account Applies: per TD, per WO, per m3, per Kg, per Ton, per TEU, per 20’, per 40’ or Manual. per TD needs a quantity of 1.
Enter the Rate and the Quantity.
Enter Internal Remarks (up to 500 characters) and External Remarks (up to 300 characters), if needed. External remarks appear under the account name.
Select Add.

Accounts that need approval cannot be added this way.

To change an ad-hoc account, select its pencil in the Item column. In Update Account, you can change its account group, Applies, rate, quantity and remarks, and its taxes:

To add a tax, select Add Tax…, choose the tax and select Add. The list offers the taxes of the company’s country for that type of account.
To remove a tax, select the cross next to it.
To delete the account, select the cross at the bottom left, then Yes.

Select Save to keep the other changes.

Remove accounts

Select the checkbox of each account to remove.
Select Unallocate, then confirm.

Accounts of a job go back to the job, to be invoiced again. Ad-hoc accounts are deleted. Removing accounts from a credit note that refers to an invoice deletes them: see Credit notes.

Adjustments

Adjustments reduce the amount to receive, for example a discount. The adjustment types are set up for your company. They can be added while the invoice is a draft, up to 5 per invoice.

Select the plus icon next to Adjustments (Add Adjustments).
In Adjustment Details, choose the Adjustment.
Enter the Amount, or for a percentage type, the Percent. A percentage type starts on its usual percentage.
Enter Remarks if needed.
Select Save.

An adjustment always reduces the total, whatever sign you enter. A percentage applies, depending on its type, to the total of the accounts, to the total of the taxes, or to the accounts with a given code. To change or delete an adjustment, select its pencil; the delete icon is at the bottom left of Adjustment Details.

Modify the invoice

Modify changes the settings of a draft.

Select Modify.
Change the fields you need, described below.
Select Save.

Field	Notes
Date	Only if your role can back-date invoices and your company allows back-dating. The date can go back the number of days your company allows, but not before the start of last month, and not into the future. After a day of the month set by your company, it cannot go back into the previous month. A back-dated invoice keeps its date; otherwise a draft moves to today each time it is opened.
Currency	One of the company’s currencies. It cannot change once a payment has been received. Changing it fills in the entity’s credit period for that currency again.
Profit Center	The profit centre, if any.
Credit Period	Days, from 0 to 999. Only if your role can change credit days. Not on credit notes.
Ref. Invoice Number	Credit notes only: the invoice credited. It can be entered only once. See Credit notes.
Remarks	Up to 2,000 characters.
Exchange Rate Date	The date of the exchange rate used: Document Date (the invoice date), Last Proforma (the date of the last pro-forma, if there is one) or Custom. Custom is for system administrators: a date in the last 30 days, not in the future. Only if your role can back-date invoices.
Tax Deduction	A tax deducted by the customer, such as a withholding tax. It cannot be negative. Only if your role can change credit days. On approval, it cannot be more than half the invoice amount, or set on a negative invoice.
Show Rate/Quantity, Show Quantity Unit, Show Subtotals	Whether the rate and quantity, how each quantity is counted, and the subtotals appear on the page and in the PDF. New invoices start with your company’s defaults.
Tax Exemption	The taxes of the invoice it is exempt from. Exempt taxes are not charged. Only if your role can approve invoices. New invoices start with the entity’s exemptions for the company.

TrakIT then updates the exchange rate and the totals.

Generate a pro-forma

A pro-forma is a PDF of the draft that you can send before approval. You can generate as many as you need.

Select Pro-Forma.
In Generate Pro-Forma Invoice, choose the template and check the preview. See The Generate popup.
Choose the recipients, if you want to email it.
Select Generate.

Each pro-forma gets the next pro-forma number, which becomes the draft’s number, and is added to Generated Files on the Files tab. The popup warns you if pro-formas have already been generated.

Before generating, TrakIT checks that the invoice has accounts, that the exchange rate is available, that the required invoice data fields are filled in, that the entity is active (and approved, if its type needs approval), that the tax deduction is not more than half the invoice amount, and that a template is set up. Accounts may still be waiting for approval.

Request approval

If you cannot approve invoices, Request Approval asks those who can.

Select Request Approval.
In Request For Approval, enter Remarks if needed.
Select Request.

TrakIT first checks the invoice as for approval, then emails the users who subscribed to approval requests for invoices of the company. If there are none, it says so.

Approve an invoice

Approving gives the invoice its final number and PDF.

Select Approve.
In Generate Final Invoice, choose the template, check the preview and choose the recipients, as described in The Generate popup.
Select Generate.

TrakIT gives the invoice the next number in your company’s numbering for its type and date, keeps its date, generates the final PDF and adds it to the Files tab. It emails the PDF to the recipients you chose. The invoice can then no longer be changed.

If the PDF cannot be saved, the approval does not happen and nothing changes. The exception is an invoice that is e-invoiced: once the tax authority has accepted it, that cannot be taken back, so TrakIT keeps the approval, shows a warning, and emails the SysAdmins and Support (in bcc). Open the invoice and use Recreate PDF. It shows the e-invoice the authority already holds and does not submit it again. The same applies to Generate Doc and to a credit note made by reversing an invoice.

To approve several drafts at once, without generating their PDFs, use Tasks on the Invoices list.

Before the popup opens, and again when you select Generate, TrakIT checks that:

the invoice has accounts, and none is waiting for approval or on a cancelled work order;
the exchange rate is available;
the required invoice data fields, and the required data fields of the entity, are filled in (see the Data tab);
the entity is active, and approved if its type needs approval;
the tax deduction is not more than half the invoice amount;
a template is set up for the company and the invoice’s type.

The same popup is used for pro-formas, approval, other documents and email.

Select Template: the templates set up for the company and the type. With more than one, choose one; the preview then shows the document, with the number it will get.
Fields you can type in appear in the preview. Select Final Preview to see the document as it will be generated, and Edit Again to go back. If the template needs a signature, sign in the box in the preview and select Confirm.
Select Email Recipient(s):
- The entity’s General, Finance and Management email addresses. Tick the categories to email. If none is ticked, the entity is not emailed. [No email available] means it has no address.
- Myself (cc): copies you.
- Email to others: select it, then enter other addresses, separated by commas, semicolons or new lines. TrakIT remembers them for the next time.
Attach Supporting Docs: other documents to email with it, grouped as Invoice Docs, Job Finance Docs, Job Ops Docs and Account WO Docs. A no-entry sign marks documents you are not allowed to send. Selected and Size count the documents you ticked: together they can be up to 20 MB.

If you attach supporting documents, choose at least one recipient.

Finalize an invoice

Select Finalize.
Select Yes.

If your company keeps its accounts in TrakIT, finalizing posts the invoice to the books, dated on the invoice date: see Automatic posting. It fails if no open financial year covers the invoice date, or if the company’s default accounts are not set up. A finalized invoice’s data fields and tags can no longer be changed.

Email the invoice

Email… sends the final PDF of an approved invoice. It does not appear while the invoice has no final PDF.

Select Email….
In Send Email, choose the recipients and any supporting documents, as in The Generate popup.
Select Send.

Generate a document

Generate Doc creates another document from the invoice, using the Invoice Document templates set up for your company, for example a cover letter or a contract. It does not change the invoice’s status.

Select Generate Doc.
In Generate Document, choose the template, check the preview and choose the recipients.
Select Generate.

The document is added to Generated Files on the Files tab.

Duplicate an invoice

Duplicate appears if your company has Use Ad-hoc Accounts on.

Select Duplicate.
Confirm.

TrakIT creates a draft for the same entity, company, type, currency and job, dated today, with the same credit period, remarks, profit centre, tax deduction and exchange rate date option, and the same Show Quantity Units and Show SubTotals settings. It copies the invoice’s ad-hoc accounts without their taxes. Accounts of jobs are not copied. The new draft opens in place of the invoice.

Mark as paid

Mark as Paid records that an approved invoice has been paid, for example when the payment is not recorded in TrakIT. Its outstanding amount then shows 0 with (Marked Paid). Select Mark as Unpaid to undo it. Both ask you to confirm. Marking an invoice as paid does not post anything to the books.

Cancel, delete and other confirmations

Some actions ask you to confirm in a Confirm Action popup: select Yes to go ahead.

Action	When	What happens
Delete	A draft with no pro-forma, no generated documents and no receipts.	The invoice is deleted. Accounts of jobs go back to their jobs, to be invoiced again; ad-hoc accounts are deleted, and so are the accounts of a credit note that refers to an invoice. The tab closes.
Cancel	A draft with no receipts.	The invoice is kept as Cancelled, with a total of 0. Accounts of jobs go back to their jobs; ad-hoc accounts stay on it as its record. Its adjustments are deleted. The tab closes.
Finalize	An approved invoice.	See Finalize an invoice.
Un-Approve	An approved invoice that is not finalized or sent to an external accounting system.	See Un-approve an invoice.
Mark as Paid, Mark as Unpaid	An approved invoice.	See Mark as paid.
Remove Write-Off	A written-off invoice.	See Write off an invoice.

Once a pro-forma has been generated, a draft can no longer be deleted: cancel it instead.

Un-approve an invoice

Un-Approve takes an approved invoice back to draft. You need the Un-Approve permission in Invoices (see Roles and permissions). The button is shown only while the invoice is not finalized and not sent to an external accounting system.

The Confirm Action popup warns you before anything changes, because un-approving cannot be cleanly undone:

The invoice number is released and the invoice gets a pro-forma number. When it is approved again, it takes the next number in the series, so its old number is either left as a gap or given to another invoice.
The final PDF is deleted. Copies already emailed to the customer no longer match the invoice.
Mark as Paid is cleared.
An invoice dated in the past moves to today’s date and its exchange rates are refreshed, unless it allows back-dating.
If the invoice was submitted to the tax authority as an e-invoice, the popup says so in red. Un-approving does not cancel the e-invoice with the authority, and approving the invoice again submits it a second time, under its new number.

Select Yes to un-approve. Users who subscribe to the invoice Un-Approved notification are emailed.

Write off an invoice

Write Off clears the outstanding balance of an approved invoice that will not be paid. It is for invoices only, not for debit or credit notes, and not for an invoice marked as paid or reversed or with nothing outstanding.

Select Write Off.
In Write Off Invoice, check the Outstanding balance.
If your company keeps its accounts in TrakIT:
- In Write off against account, choose the account to charge, for example a bad debt expense account.
- Check the Write-off date. It starts on today.
Enter Comments/Reason if needed, up to 500 characters.
Select Write Off.

The invoice’s status becomes Written Off, and its outstanding amount shows 0 with (Written Off).

If your company keeps its accounts in TrakIT, the invoice must be finalized first. TrakIT posts the write-off to the books on the write-off date, which cannot be before the invoice date, in the future, or outside an open financial year.

To undo a write-off, for example when the customer pays after all, select Remove Write-Off, then Yes. The invoice is outstanding again, and any write-off posted to the books is reversed.

Reverse an invoice

Reverse Invoice cancels a finalized invoice of a job by raising a credit note for its full amount. It appears for invoices only, if the invoice has no credit note yet.

Select Reverse Invoice.
Check the Credit Note Date. It starts on today. If your role can back-date invoices, you can choose a date between the invoice date and today.
In Select Template, choose the credit note template. Templates that need a signature are not offered.
Enter the Comments/Reason. They are required.
Under Recipients, choose who to email the credit note to: the entity’s addresses, Internal Users (type a name) and Additional Emails, separated by spaces, commas or semicolons.
Select Confirm.

This cannot be undone. TrakIT:

Creates a credit note with all the invoice’s accounts as negative amounts, numbered in your company’s credit note numbering for its date. A discount given on the invoice reduces the credit by the same amount. The invoice’s Tax Deduction is copied to the credit note, so it credits back only what the customer owed after the tax it withholds.
Approves and finalizes the credit note, generates its PDF and emails it. If your company keeps its accounts in TrakIT, the credit note is posted to the books.
Adds the invoice’s accounts to the job again, with positive amounts, so that you can invoice them again.

The job must not be closed or waiting to be closed. The invoice then shows the credit note below its header, and its status becomes Reversed.

Credit notes

A credit note cancels all or part of what was invoiced. It is created from the Invoices page, from a job’s Invoices tab, or by reversing an invoice. Creating credit notes, and generating, approving, finalizing and emailing them, needs the Allow Credit Notes permission.

On a credit note:

Amounts are shown as positive figures: the amount credited.
There is no credit period or due date. Received becomes Returned, and the Payments Received tab becomes Payments Made.
It cannot be written off or reversed.

Reference invoice

A credit note can refer to the invoice it credits: its Ref. Invoice Number. You enter it when you create the credit note, or later in Modify if it has none. The invoice must be of the same company and entity, and of the same job for a job’s credit note. It must be finalized, and not already fully credited.

When you enter the reference, TrakIT copies all the invoice’s accounts onto the credit note, with negative amounts. To credit only part of the invoice:

Remove the accounts you do not want to credit, with Unallocate. If you remove them all, the reference is cleared.
Lower the quantity or the rate of an account: for a job’s account, on the job’s finance page, in its actuals; for an ad-hoc account, with its pencil.

A credit note’s account can never credit more than the invoice line it comes from: its rate cannot be higher, and its quantity and amount cannot exceed what earlier credit notes have left. TrakIT checks this when you change the account and again on approval.

The invoice and the credit note show each other below their headers. On the invoice, each credit note is listed with its date, its status and whether it credits it in Full or is Partial, with the amount.

Data tab

The Data tab lists the invoice’s data fields: extra fields your company has set up for invoices. A star marks a required field: it must be filled in before the invoice can be approved or a pro-forma generated.

To change values, enter the Value and Remarks, then select Save. Use Search to find a field by name or code. Computed fields are worked out by TrakIT and cannot be changed. You can change data fields if your role can create invoices, until the invoice is finalized.

Payments Received tab

The Payments Received tab lists the receipts that pay the invoice. It is called Payments Made on a credit note.

Column	Shows
Reference Number	The receipt’s reference. Select it to open the receipt.
Sequence Number	The receipt’s number in TrakIT, if it has one.
Payment Mode, Trans. Date	How and when it was paid.
Status	Point to the light to see Approved, Ready to approve or Amount not matching with total.
Amount	The amount allocated to this invoice.
Created By, Approved By	Who created and approved the receipt, and when.

Only approved receipts count in Received. If your role can approve receipts, an Approve button appears on a receipt that is not approved yet.

Add a receipt

Add Receipt records a payment for this invoice only. It appears on an approved invoice that is not marked as paid and still has an amount outstanding. To record one payment for several invoices, use Receipts & payments.

Select Add Receipt.
Enter the Reference: the payment’s reference, letters and numbers only.
Choose the Transaction Mode, for example a bank transfer. The modes are set up for your company.
Check the Transaction Date. It starts on today and cannot be in the future.
Check the Amount. It starts on the outstanding amount, and cannot be more.
Enter Remarks if needed, up to 250 characters.
Select Add Receipt.

The receipt is created ready for approval. It counts in Received once it is approved. The reference must not be used already for the entity, and the entity’s required data fields must be filled in.

Files tab

The Files tab has two lists.

Generated Files lists the PDFs TrakIT generated for the invoice: its pro-formas, its final PDF and other documents, with their title, file name, size and who generated them. Cancelled ones are shown in red. Select the icons to download or preview a file, if your role can preview invoices.

Other Files lists files added by hand, such as a signed copy, with their title, file name, type, status, expiry date (red once expired), size and who uploaded them. Cancelled files are shown in red. Select the icons to download, preview or print a file.

To add files, if your role can create invoices and the invoice is not cancelled:

Select Add Files.
Enter a File Title, and choose a Document Type, a Document Status and a Document Expiry if needed. Without a title, each file is titled with its file name.
Select Available Externally to mark the files as external. The External column then shows Yes.
Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed in the popup. To change a file’s details, select its pencil (Modify Document), make the changes and select Update. You can also cancel it with Cancel Document, or delete it with the cross at the bottom left, while the invoice is a draft and if your role can delete invoices. Some files that TrakIT added itself are locked and cannot be deleted.

Comments tab

The Comments tab holds comments about the invoice. There is no option to make them visible outside your company.

Sort shows the newest or the oldest first; Show shows only comments with one status.
Each comment has a status: Active, Pending, Resolved or Cancelled. Select the status to change it.
Select the expand icon to read a long comment full screen.

To post a comment, select Add…, write the comment and select Post. You can format it and add links, images and tables. To record a spoken comment instead, select the microphone button.

You can delete your own comment within 30 minutes of posting it, if it has not been emailed yet and your role has the Delete Comment permission in the Work Orders section.

Comment Recipients lists the users who are told about new comments. You are added when you post a comment. A recipient receives an email only if they have subscribed to comment notifications. To add a user, select Add, choose the user and select Add User: the list offers the active users with an email address who have access to the invoice’s company. To remove one, select the red cross next to their name.

Action Log tab

The Action Log tab lists what was done to the invoice and when: creation, changes (with each changed field), accounts added and removed, pro-formas, approval and more. Use Search to find a user, action or value, and Show Page Loads to include page views. Select Export to download the log as an Excel file. How long the log is kept depends on your installation’s data retention policy.

Actions on a job’s invoice are also written to the job’s finance audit log.

Who can use this page

Your role needs Read in the Invoices section to open an invoice. The invoice must belong to your company or to a company you have access to, and an administrator may have limited the invoices you can see. Everything else needs its own permission in the Invoices section:

Permission	Allows you to
Create	Change a draft: Modify, Allocate, Add Account, Refresh and adjustments. Also Duplicate, Actions, data fields and adding files.
Delete	Delete drafts, change and delete adjustments, and delete files of a draft.
Cancel	Cancel drafts.
Generate Proforma	Generate pro-formas.
Approve	Approve invoices, and set Tax Exemption in Modify. Without it, you see Request Approval.
Finalise	Finalize approved invoices.
Preview	Download, view and print the invoice PDF and generated files, email the invoice, and attach the invoice’s files to emails.
Generate Invoice Doc	Generate other documents with Generate Doc.
Allow Credit Notes	Create credit notes, and generate pro-formas for, approve, finalize and email them.
Allow Back-dating	Change the Date and the Exchange Rate Date in Modify, and the Credit Note Date when reversing.
Change Credit Days	Change the Credit Period and the Tax Deduction in Modify.
Reverse Invoice	Reverse invoices.
Mark as Paid/Unpaid	Mark invoices as paid or unpaid.
Write Off	Write off invoices and remove write-offs.
Clear Sync Ref	Clear the reference from your external accounting system.

Other sections:

Receipts: Create to add receipts, Approve to approve them on the Payments Received tab.
Work Orders: Delete Comment to delete your own comments, and Email Documents to attach a job’s or work order’s documents to an email.
Job Finance: View All Documents to attach the job’s finance documents to an email.