Customer Invoices
The Invoices tab shows every invoice on record for a customer. Your team can see totals at a glance, filter by status, and open individual invoices to take action — all without leaving the customer record.
This tab only appears on customer records. Lead records do not have an Invoices tab.
Who Can Access This
| Role | Access Level |
|---|---|
| Administrator | Full access — view, create, update, delete, and send invoices |
| Office | View only |
| Sales | View only |
| HR Admin | View only |
| Payroll Admin | View only |
| Field Technician | No access |
Creating, updating, sending, and recording payments on invoices is limited to Administrators.
The Invoices tab only appears when at least one billing or accounting integration is active (QuickBooks, Stripe, Authorize.Net, or Paystri). If you don't see the tab, your company may need to enable an integration first. Contact your administrator.
How to Open the Invoices Tab
- Go to Office > Contacts.
- Click a customer's name to open their detail workspace.
- Select Invoices from the left navigation.
Summary Cards
At the top of the tab, four cards give you a quick snapshot of this customer's billing status:
| Card | What it shows |
|---|---|
| Invoices | Total number of invoices on record |
| Total Invoiced | Sum of all invoice amounts ever billed to this customer |
| Outstanding | Total unpaid balance across all open invoices |
| Overdue | Amount past due — highlighted in red when non-zero |
Use these cards to assess a customer's account health without scrolling through the full list.
Invoice Table
Below the summary cards, a table lists all invoices for this customer. The table is sorted by date (newest first) by default.
Columns
| Column | Description |
|---|---|
| Date | The date the invoice was created |
| No. | The invoice document number — click to open the invoice detail |
| Due Date | When payment is due |
| Balance | The remaining unpaid amount on this invoice |
| Total | The full invoice amount |
| Status | Current status of the invoice (see below) |
Invoice Statuses
| Status | Color | What it means |
|---|---|---|
| Open | Green | Invoice has been created but payment has not been received |
| Sent | Green | Invoice has been sent to the customer |
| Partially Paid | Green | A partial payment has been applied |
| Paid | Green | Invoice has been paid in full |
| Overdue | Red | Payment was due and has not been received |
| Voided | Green | Invoice has been cancelled and is no longer collectible |
Filtering Invoices
Use the status dropdown above the table to narrow the list:
- All Invoices — Shows every invoice regardless of status (default)
- Open — Shows unpaid invoices that are not yet overdue
- Paid — Shows fully paid invoices
- Overdue — Shows invoices where payment is past due
The invoice count next to the filter shows how many invoices match the current selection.
Opening an Invoice
Click any row in the table to open the invoice detail panel. From the detail view you can:
- Review line items and totals
- Record a payment
- Send the invoice to the customer
- Void or update the invoice
Recording payments, sending, voiding, and updating invoices are available to Administrators only. Other roles can review the invoice.
View in QuickBooks
If this customer is linked to a QuickBooks Online account, a View in QuickBooks button appears in the toolbar. Click it to open the customer's invoice list directly in QuickBooks Online in a new tab.
This button only appears when the QuickBooks integration is active and the customer has a connected QBO record.
Tips and Best Practices
- Check Outstanding and Overdue cards first. Before calling a customer about a late payment, confirm the overdue amount so you have the right number ready.
- Use the Overdue filter for collections work. The filter isolates past-due invoices so you can focus your follow-up calls without scrolling the full history.
- Click the invoice number, not just the row. The invoice number column is a direct link. Clicking anywhere on the row also opens the detail panel.
- Keep the invoice count in mind. Customers with a long history of invoices may have 50 or more records. Use the filter to stay focused on what needs attention.
Troubleshooting
| What you see | Solution |
|---|---|
| Invoices tab is not visible | The tab only appears when a billing or accounting integration is active. Ask your administrator to verify that QuickBooks, Stripe, Authorize.Net, or Paystri is connected. |
| "No invoices yet" message | This customer has no invoices on record. Invoices are created from the Invoicing module or as part of the job workflow. |
| "No invoices match the selected filter" | The current filter has no results. Try switching to "All Invoices" to see the full list. |
| View in QuickBooks button is missing | The button only appears when the QuickBooks integration is active and the customer is linked to a QBO record. |
| I cannot delete an invoice | Invoice deletion requires Administrator access. Contact your administrator if an invoice needs to be removed. |
| I can see invoices but cannot send, update, or record a payment | Those actions are limited to Administrators. |
| Balance shows the full amount even after payment | A payment may not have been posted yet. Check the invoice detail to see if a payment is pending. |
| A change I made in QuickBooks is not showing | For a customer linked to QuickBooks, changes made in Pulse appear right away. A change made directly in QuickBooks can take up to 2 hours to appear here. |
Related Articles
- Contact Detail Workspace — Overview of all sections in a customer record
- Creating Invoices — How to create and send invoices from the Invoicing module