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Manage Invoices

Download Manage Invoices PDF

You can create, send, print, and manage invoice payments right from the Invoices module. If a job or estimate is complete, you can quickly convert it into an invoice — even combine multiple jobs into one invoice. A won estimate can also be converted into an invoice even before a job is completed.

Open the Invoices Module

  • Go to the Invoices tab at the top of your screen.
  • If it’s grayed out or missing, you may not have access. Contact your admin if needed.

Invoices Dashboard Overview

At the top of the Invoices page, you’ll see a quick summary:

  • Paid in Last 30 Days – Total invoices marked as paid in the last month.
  • Overdue – Invoices that are past their due date.
  • Open Invoices – Invoices that are unpaid but not yet overdue.

Invoices List

Here, you’ll see all the invoices created in your account. Each one shows:

  • Date – When the invoice was created
  • Number – Invoice number
  • Estimate/Job – Linked estimate or job if applicable
  • Company – Customer name
  • Service Location – Job location
  • Due Date – When payment is due
  • Balance – Amount still unpaid
  • Total – Total invoice amount
  • Status – Unpaid, Partially Paid, Overdue, etc.

Tip: You can sort invoices by clicking any column header (Date, Company, Total, etc.).

Use the Search Bar to quickly find invoices by customer, number, or location.

Use Filters to sort invoices by Status or Date Range.

More Actions

Click More Actions > View Payments to see all recorded payments.
Here you’ll find:

  • Date of payment
  • Invoice number
  • Customer name
  • Payment method
  • Amount paid
  • Reference number (if available)

Sync to QuickBooks (if enabled)

If your account is linked to QuickBooks:

  1. Check the invoices you want to sync.
  2. Click Mark for Sync.

Invoice Options

You can manage invoices by clicking on the invoice or the three-dot menu next to it.

Edit

  • Open the invoice.
  • Make changes.
  • Click Actions > Save or Save and Close.

Preventing Conflicts When Editing Estimates

IndusTrack helps prevent users from accidentally overwriting each other’s work when editing the same invoice at the same time.

What Happens:

If two users open the same invoice in different tabs or sessions and try to make changes:

  • The first person to save their changes (User A) will succeed.
  • When the second person (User B) tries to save, a warning message appears:

⚠️ Message Displayed:

Something’s not quite right
You and IndusTrack were working on this at the same time.
{Username} finished before you did, so your work was not saved.

✅ Tip: To avoid this, make sure only one user edits an estimate at a time.

Preview

  • Click the three dots and choose Preview.
  • View how the invoice looks as a PDF.
  • Save it as a PDF if needed.
  • Click Close to exit preview.

Send

  • Click on the invoice and select Send.
  • Customize the subject, recipient, and message.
  • Scroll down to see a preview of the invoice.
  • Click Send.

After sending:

  • Status changes to Sent with the send date.
  • When the customer opens it, status updates to Viewed.

Print

  • Click Print to get a hard copy of the invoice.

Copy/Clone

  • Select the invoice.
  • Click Copy/Clone to make a duplicate.

View Job Report

  • Click View Job Report to view the job detail report.

Delete

  • Select the invoice.
  • Click Delete to remove it.

Receive Payments

When a customer pays:

  1. Click Receive Payment.
  2. All invoices from that customer will appear.
  3. Select the invoice(s) being paid.
  4. Choose the payment method.
  5. Click Save.

The invoice status will update to PAID.