Invoicing overview

Open Finance›Invoicing to review invoices, payments, credits and NDIA claims. Each row represents a generated document. Select the row or Open invoice to review its details.

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Read the totals

• Outstanding shows what is still owed across open documents. An overdue detail appears when invoices are past their due dates.
• Cash received shows recorded cash payments for the Last 30 days, using their payment dates. A recovery reduces the remittance owed without cash reaching your bank; inspect the document history for its entry.

An invoice is labelled Settled when its outstanding balance reaches zero. Payments, recoveries and credit allocations can contribute to settlement; they are not all cash received.

Find a document

The Status filter defaults to Active, which includes Draft, Outstanding and Part paid documents. Choose All, Draft, Outstanding, Part paid, Settled or Void as needed. You can also filter by funding Type, created-date range and Search. Search works with All as well as the other statuses.

The table shows Invoice, Status, Participant, Recipient, Type, Created, Total, Cash received, Credits, Outstanding, Due and Action. Credit notes show their available credit in the Outstanding column. An overdue invoice shows Overdue and the number of days. The document count updates with the filters.

Open a document

Invoice details has two tabs:

• Details contains the issued lines, document information, balance and related documents. Eligible invoices offer Create credit. Download the invoice, credit note or claim file from the footer.
• Payments contains that document’s Payment history, payment or recovery fields when money remains outstanding, and Payment evidence. Open a history row to inspect or edit its record.

Payment evidence includes remittance advice and receipts. An attachment alone does not record money or change a balance. See Record a payment.

Register actions

Action	What it does
Open invoice	Opens Invoice details, including payments and evidence.
Download	Downloads the issued PDF or NDIA claim CSV. Unavailable for void documents.
Push to Xero	Exports eligible non-NDIA documents when Xero is connected and enabled.
Void batch	Cancels an eligible invoice and returns its charges to Billing. Requires Invoicing edit access.

Voiding is blocked for recorded payments, credit allocations, credit notes and Xero links. Protected historical reconciliation records can also prevent voiding. Read the tooltip or error for the reason. See Invoices and credit notes.

If Xero is connected and enabled, Sync to Xero is available above the register. See Push invoices to Xero.

First-use permissions and payment ownership

You need Invoicing or Payments read access to inspect the register. Recording or editing local receipts needs Payments edit access; creating credits needs Invoicing Add permission; voiding needs Invoicing edit access. Xero export and reconciliation require their own finance permissions as well as the enabled integration.

Before recording money, check whether the invoice is managed locally or has been admitted to Xero export. Use the Payments tab and its displayed restriction. Payments for a connected invoice must be recorded or corrected in Xero, then refreshed through Sync to Xero. This applies while its initial export is still pending. Do not also enter the same receipt locally.

Part paid means cash has been recorded while a balance remains. Outstanding can still include noncash credits without cash. Settled means the reconciled balance has reached zero, not that the full invoice total arrived in your bank. Inspect the Balance and payment evidence before deciding the next action.

For a line correction, use Create a credit and correct an invoice. For payment entries and evidence, use Record and edit a payment.

Use balances and filters together

For a fictional $100 invoice, a $40 receipt leaves $60 outstanding. A later $20 credit allocation leaves $40 outstanding while cash received remains $40. Search its invoice reference, check the recipient and open both Details and Payments to understand that difference.

If a document disappears from the default Active view after settlement, choose Settled or All before assuming it was deleted. Created-date filters apply to the document’s creation, while the Cash received summary uses payment dates. A receipt entered today for an older invoice can affect that summary without changing the invoice’s original date.