About invoices

An invoice is a request for money from one of your customers. You write it, send it, and Qcom keeps track of what has been paid and what is still owed.

An invoice is not a payment

Keep those two apart and the rest of this follows:

• The invoice says what a customer owes you, and for what. It has a number, a due date and a balance.
• A payment says what actually arrived. One invoice can take several payments, which is why an invoice can sit at partly paid for a while.

An invoice is overdue when its due date has passed and money is still owed. That isn't a status of its own — a partly paid invoice can be overdue too.

The pieces

• What you're charging for. Lines you write yourself, or prices pulled from your Catalog.
• Who has to agree. Over the limit you set — or when you priced a line by hand — an invoice waits for a second pair of eyes before it can go out.
• How the customer pays. Every issued invoice gives the customer a page of their own with a Pay button and the PDF.
• Chasing. Reminders don't run on their own until you turn the automation on.

Where invoices come from

Start one from New invoice on the Invoices page, or use Create invoice where the customer already is — on a contact, on one of their renewals, on a lead, on an approved application, or from a conversation in your inbox. Each one carries its details across.

A proforma invoice is different: it is a priced proposal under Invoices → Quotes, not an amount the customer owes. When the customer accepts it, Qcom creates and issues the payable invoice from the exact revision they saw.

Where to see what you're owed

The Invoices page lists everything, and filters down to what's overdue. A customer's own page shows their outstanding total, and a lead shows what was estimated, what you invoiced, what arrived and what's still owed, side by side.

At the top of the Invoices page there's a card for each currency you invoice in:

• still owed — everything not yet paid on invoices that are still open
• Invoiced — the full value of the invoices you've sent
• Collected on these — money received against those same invoices
• Refunded — money sent back on those same invoices, shown only when there is any

Collected on these isn't the same as money that arrived this month. It's what has been paid on the invoices in view, whenever the payment came in. An invoice you sent in August and the customer paid in September counts as collected the moment they pay, and stays with August because that's when you asked for it.

Estimated values on leads aren't shown here. An estimate is what you expect, an invoice is what you've asked for, and a payment is what arrived — adding any of them together gives you a number that means nothing.

Amounts are never added across currencies. If you invoice in cedis and dollars, you get a total for each, and no combined figure — putting them together needs an exchange rate nobody has given us.

Who can do what

Invoices are on the Growth plan and above. Workspace owners and admins can do everything; anyone else needs the matching permission to create, issue, approve, void or send. Approving is deliberately kept separate — whoever wrote an invoice can never be the one who approves it.

Related

• Write and send an invoice
• Prepare and send a proforma invoice
• What each invoice status means
• How your customer pays an invoice
• Chase an unpaid invoice
• Approve an invoice before it goes out