Invoices Dashboard
View, filter, and manage all your invoices
The Invoices dashboard provides a complete view of all invoices across your account. Monitor payment status, send reminders, and manage invoice lifecycle.
Accessing Invoices
Navigate to Sales → Invoices to view all invoices.
Invoice List
The list displays all invoices with key information:
| Column | Description |
|---|---|
| Invoice # | Unique invoice number (e.g., INV-2025-0001) |
| Customer | Customer name and email |
| Amount | Total invoice amount |
| Status | Draft, open, paid, overdue, void |
| Due Date | Payment due date |
| Created | When the invoice was created |
Filtering Invoices
Use filters to find specific invoices:
- Status - Draft, open, paid, overdue, void, uncollectible
- Date range - Created or due date range
- Customer - Search by customer name or email
- Amount - Minimum or maximum amount
- Subscription - Filter by associated subscription
Invoice Status Overview
| Status | Description | Available Actions |
|---|---|---|
Draft | Being prepared, not yet finalized | Edit, add items, finalize, delete |
Open | Finalized, awaiting payment | Send, void, mark paid, record payment |
Sent | Email sent to customer | Resend, void, mark paid |
Paid | Fully paid | View, refund |
Partial | Partially paid | Send reminder, record payment |
Overdue | Past due date, unpaid | Send reminder, void, mark uncollectible |
Void | Cancelled | View only |
Creating Manual Invoices
- Click New Invoice
- Select or create a customer
- Add line items:
- From product catalogue
- Custom line items (description + amount)
- Set due date and payment terms
- Add memo or footer (optional)
- Save as draft or finalize immediately
Subscription invoices are created automatically. Use manual invoices for one-time charges, custom services, or adjustments.
Invoice Actions
Sending Invoices
- Open the invoice
- Click Send Invoice
- Review email recipients (can add CC)
- Customize the message (optional)
- Click Send
Recording External Payments
For payments received outside RevKeen (cash, check, bank transfer):
- Open the invoice
- Click Record Payment
- Enter the amount received
- Select payment method (cash, check, bank transfer, other)
- Add a note (e.g., check number)
- Click Record
Voiding Invoices
- Open the invoice
- Click Void Invoice
- Enter a reason
- Confirm the action
Voided invoices cannot be recovered. For paid invoices, use the refund function instead.
Invoice Details Page
Click any invoice to view full details:
- Line items - All items on the invoice
- Payment history - All payments and attempts
- Email history - When emails were sent
- Activity log - All changes to the invoice
- Related objects - Customer, subscription, order
Bulk Actions
Select multiple invoices for bulk operations:
- Send reminders - Email payment reminders
- Export - Download as CSV or PDF
- Mark uncollectible - Write off bad debt