Invoice Detail and Management

When you need to review a single invoice, collect a payment, or check what happened during billing, the Invoice Detail panel gives you everything in one place. It shows line items, payment status, activity history, and action buttons for charging, sending, and recording payments.

Who Can Access This

Role	Access Level
Administrator	Full access (admin)
Office, Sales, HR Admin, Payroll Admin	No access

note

Invoicing, charging, and recording payments are limited to Administrators. If you don't see this feature, your role may not have permission. Contact your administrator.

Opening an Invoice

You can open the Invoice Detail panel from several places in MaidCentral Pulse:

• Invoicing workspace — Click an invoice number on any job card or table row under Office > Invoicing.
• Customer Invoices tab — Go to a customer's detail page and click an invoice in their Invoices section.
• Customer Billing & Payments tab — Click View next to an invoice in the billing history.
• Batch invoice results — After running a batch process, click any invoice in the results summary.

The panel slides open as a drawer on the right side of the screen.

Understanding the Invoice Detail Panel

The panel is divided into several sections from top to bottom.

Header

The header shows the invoice number (for example, "Invoice #135"), the invoice date, and the current status badge. Action buttons appear in the top-right corner for printing, downloading, emailing, and texting.

Customer and Billing Info

Below the header, you see the customer name and billing address. If the customer is linked to QuickBooks, a QuickBooks indicator appears here.

Line Items

The line items section lists every charge on the invoice. Each row shows:

Column	What It Shows
Description	The service, fee, or product name
Quantity	How many units
Rate	Price per unit
Amount	Total for that line (quantity times rate)
Taxable	Whether sales tax applies to this item

Below the line items, you see the Subtotal, Tax, any Discount or Tip, and the Total. If payments have already been applied, the Balance Due shows what remains.

Tip Section

Directly below the totals, an Add Tip button lets you add a tip (or Edit / Remove an existing one). It is available regardless of the invoice balance. See Adding or Updating Tips.

Payment Section

When the invoice still has a balance, the Make Payment section appears with:

• A payment method dropdown showing the customer's saved cards and bank accounts
• A surcharge preview (if your company uses CardConnect surcharging)
• A Charge button showing the total amount that will be collected

Why does the invoice say payment methods are unavailable?

If Pulse cannot load the customer's saved payment methods from your payment processor, the invoice shows Payment methods are unavailable for this invoice. Open customer billing to view cards. instead of the Make Payment section. Open the customer's billing page to see and charge their cards, or reopen the invoice later. A card profile that was deleted at the processor doesn't cause this; the invoice simply doesn't list it. MaidCentral V2 shows an empty card list when the processor can't be reached. (Pulse reference D-25)

Invoice Statuses

Each invoice shows a color-coded status badge so you can see where it stands at a glance.

Status	Color	What It Means
Draft	Gray	Invoice created but not finalized
Pending	Gray	Invoice is waiting to be processed
Sent	Blue	Invoice has been delivered to the customer
Partial	Orange	Customer has paid part of the balance
Paid	Green	Invoice is fully paid
Overdue	Red	Payment is past due (shows days overdue)
Voided	Outline	Invoice has been canceled

Charging an Invoice

1. Open the invoice from any entry point listed above.
2. In the payment section, select a payment method from the dropdown.
3. If surcharges apply, review the surcharge amount shown below the dropdown.
4. Optionally, click Add Tip (below the totals), choose a quick percentage or enter a custom amount, and click Save to apply it before charging.
5. Click Charge to process the payment.

After a successful charge, the status updates and the balance recalculates automatically.

When Charge Is Not Available

The Charge button may be disabled if:

• The invoice has not been created yet (still needs invoicing from the workspace).
• The customer has no saved payment methods on file.
• The invoice balance is zero.

Recording a Manual Payment

For payments collected outside the system (cash, check, or ACH), use the Record Payment option.

1. Open the invoice.
2. Click Record Payment to open the Post Payment panel.
3. Select the payment type (check, cash, or ACH).
4. Enter the payment amount and any reference details.
5. Click Record Payment to save.

The payment appears in the invoice activity history, and the balance updates.

Sending an Invoice

You can send an invoice to the customer by email or text message directly from the detail panel.

1. Open the invoice.
2. Click the email icon (envelope) in the header to send by email.
3. Click the text icon (message bubble) in the header to send by SMS.

Pulse uses your company's notification templates for the message content. You can resend an invoice that was already delivered.

Printing and Downloading

• Click the printer icon in the header to print the invoice.
• Click the download icon to save a PDF copy to your computer.

These options are available for any invoice regardless of status.

Adding or Updating Tips

If your role has the right permissions, you can add or change a tip on an invoice.

1. Open the invoice.
2. Below the invoice totals, click Add Tip. (If the invoice already has a tip, click Edit next to it instead, or Remove to clear it.)
3. Choose a quick percentage (15%, 20%, or 25% of the subtotal) or type a dollar amount in the Custom amount box.
4. Click Save to apply the tip.

The tip appears as a line item, and the total updates immediately.

note

The tip section is available regardless of the invoice balance, as long as the invoice is not read-only and is linked to a job. The "Tips After Invoiced" setting only matters once the payroll period for the job has closed: if it is off, saving fails with an error saying tipping is not allowed after the pay period has closed. See Tips and Tip Management for details.

Voiding or Deleting an Invoice

If an invoice was created in error or needs to be removed, you can void or delete it from the Invoicing workspace.

1. Go to Office > Invoicing and find the job with the invoice you want to remove.
2. Click the delete icon (trash) on the job card or use the action menu.
3. A confirmation dialog appears asking you to confirm the deletion.
4. If your company uses QuickBooks, a checkbox appears: Also void QuickBooks invoice. Check this to remove the invoice from QuickBooks at the same time.
5. Click Delete to confirm.

The invoice status changes to Voided and the job returns to an uninvoiced state. You can create a new invoice for the job if needed.

note

Voiding an invoice requires the invoicing delete permission. If you do not see the delete option, contact your administrator.

For batch invoices, the same delete flow is available from the customer group row on the Batch Invoicing page. See Deleting a Batch Invoice for details.

Viewing Invoice Activity

Every action on an invoice is tracked in the activity timeline. You can see:

• When the invoice was created and by whom
• When it was charged, with success or failure details
• When notifications were sent (email or SMS)
• When tips were added or changed
• When manual payments were recorded
• When credits were applied
• When the invoice was voided or deleted

If a charge failed, the timeline shows the error message in red so you can troubleshoot.

Activity Sidebar

On the Invoicing workspace, a collapsible sidebar on the right shows flagged jobs that need attention. Categories include:

• Errors — Jobs where invoice creation, charging, or sending failed
• Pending — Jobs still waiting for action
• Missing QBO — Jobs where the customer is not linked to QuickBooks
• No Payment Method — Jobs where the customer has no card or bank account on file

Click any flagged job to open its invoice detail.

QuickBooks Online Details

If your company uses QuickBooks Online, you can view sync details for any invoice.

1. Open the invoice.
2. Click the QuickBooks indicator or button to open the QBO Details panel.

The panel shows:

• QuickBooks customer name and ID
• Sync status (linked since, last synced, last updated)
• Customer balance in QuickBooks
• Contact information from QuickBooks

If the customer is not yet linked, you can connect them from this panel.

Tips and Best Practices

• Use the Invoice Detail panel when you need to handle exceptions — a failed charge, a partial payment, or a customer question about a specific invoice.
• Check the activity timeline before contacting a customer about a past-due invoice. It shows exactly what was sent and when.
• Add tips before charging so the full amount is collected in one transaction.
• If a charge fails, check that the payment method is not expired and try again or switch to a different card.
• Use Record Payment for cash or checks rather than marking invoices as paid manually.

Troubleshooting

What You See	Solution
Charge button is disabled	Make sure the invoice is created and the customer has a payment method on file.
"Customer must be connected to QuickBooks first"	Open the QBO Details panel and link the customer before charging.
Tip section does not appear	Your role may not have the invoices update permission. Ask your administrator.
Invoice shows "Overdue" in red	The payment is past due. Charge the invoice or contact the customer for payment.
Activity shows a charge failure	Check the error message. Common causes are expired cards, insufficient funds, or network timeouts.
Delete icon is missing on a job card	Your role may not have the invoicing delete permission. Contact your administrator.
"Also void QuickBooks invoice" checkbox is not shown	QuickBooks may not be connected. The option only appears when QuickBooks integration is active.
PDF download is blank	Refresh the page and try again. If the issue continues, check your browser's pop-up blocker settings.

Related Articles

• Creating Invoices — Batch invoice creation and the daily invoicing workspace
• Customer Invoices — Invoice list and history on a customer record
• Customer Billing & Payments — Payment methods, auto-pay, and transaction history
• Invoicing and Payments Workflow — End-to-end billing playbook
• QuickBooks Integration — Setup and sync configuration