Sending Invoices & Recording Payments¶

Email an invoice to your customer with its proof of delivery attached, then record the payments you receive against it.

Overview¶

Both tasks start from a row on the Invoices list (see Invoices):

Sending: the envelope button on a row opens the Send invoice to customer window. The email carries the invoice PDF, the POD of each order that has one, and optionally the order documents.
Status on send: a successful send of a new invoice changes its status to Invoiced. Any other status is left as it is.
Delivery label: every send attempt leaves an OK or Failed! label next to the status.
REVISED: once an invoice has been sent successfully, the next send is marked REVISED in the subject and the PDF file name.
Payments: Record a payment in the cog menu opens the invoice in a pop-up where you add payment lines (date, check number, amount) or click Balance Paid In Full.
Status is yours to set: adding payments never changes the status by itself. An invoice is treated as settled only when its status is Paid.

Quick Start¶

To email an invoice:

Go to Invoices and find the invoice.
Click the envelope button on its row.
Check To, Cc and Subject, and tick or untick Include documents.
Click Send. A notification confirms the result, and the row shows OK or Failed!.

To record a payment:

On the invoice row, open the cog menu and click Record a payment.
Click Balance Paid In Full, or click (+) Add payment and fill in the payment line.
Set Invoice Status if needed (for example Partially Paid).
Click Update Invoice.

Access & Permissions¶

Role	Access
Admin	Can send invoices, record payments and change status. Also has access to Settings
Manager	Can send invoices, record payments and change status for invoices of the offices they belong to
Accountant	Can send invoices, record payments and change status for invoices of the offices they belong to
Dispatch, Customer Service	No access to invoices
Customer, Garage, drivers	No access

How to get there:

Invoices > envelope button on a row (send)
Invoices > cog menu on a row > Record a payment (payments)
Invoices > click the status text on a row (change status inline)

Sending an Invoice¶

The envelope button¶

Each invoice row has an envelope button in the Actions column:

Button	Tooltip	Meaning
Blue envelope	Email Invoice	The invoice has never been sent successfully
Grey envelope	Resend Invoice	The invoice was sent successfully before

Click it to open the Send invoice to customer window.

Fields in the Send invoice to customer window¶

The window reminds you that Starred (*) fields are required. Several fields are filled in for you when it opens. You can change any of them before sending.

Field	Required	Pre-filled with
To	Yes	The customer's Accountant Email (from the customer record)
Cc	No	The Invoice Default CC Address from Settings, followed by the customer's Accountant Email (CC), separated by a comma. Either part is left out if it is empty
Bcc	No	Empty
Subject	Yes	Built from your company name and the invoice number (see below)
Include documents	No	Ticked

To, Cc and Bcc accept several addresses separated by commas (,) or semicolons (;). Each address must be a valid email address, or the invoice is not sent.

Fix the source, not just the email

If To or Cc is wrong every time, correct the Accountant Email or Accountant Email (CC) on the customer. See Managing Customers. The company-wide CC is the Invoice Default CC Address in Application Settings.

Subject line¶

The subject is pre-filled in this format:

<Your company name>[ REVISED] Invoice #<invoice number>[ - PO#<PO or reference>]

Part	When it appears
REVISED	Only if the invoice has already been sent successfully (its row shows the green OK label). See The REVISED rule
- PO#…	Only if the invoice has exactly one order. It shows that order's delivery PO number, or its reference number if there is no PO number

Examples:

Acme Transport Invoice #01234 - PO#45-7781 (first send, one order)
Acme Transport REVISED Invoice #01234 (resend, several orders)

Warnings in the window¶

Two notices can appear under the fields. Neither one stops you from sending.

Notice	When it appears
WARNING: This order is missing (N) PODs in PDF format (yellow)	One or more orders on the invoice have no signed POD and no scanned signed POD. N is the number of those orders. They are sent without a POD
N additional documents will be attached if Include Documents* is selected!* (blue)	The invoice has one order and that order has documents uploaded. N is the number of documents

Document count notice

The blue document count only appears on invoices with one order. On invoices with several orders it does not appear, even when the orders have documents. The documents are still attached if Include documents is ticked.

Sending¶

Review the fields.
Click Send (or Close to cancel).
The window closes and a spinner replaces the envelope on the row while the email is built and sent.
When it finishes, the row refreshes and a notification appears at the top of the page:

Result	Notification
Sent	Invoice Sent! The invoice was sent successfully.
Sending failed	Sending Invoice Failed! The invoice was not sent due to …error…. Please try again or contact the administrator.
An address was rejected	Sending Invoice Failed! The invoice was not sent. Please correct the email address and try again.

What the Customer Receives¶

Email body¶

The email is headed New invoice from your company name. It says the invoice is attached as a PDF and that the attachments include the invoice and the proof of delivery (if available) for each order on the invoice. It ends with Thank you for your business. and your company name.

If your account is set up to link emails back to the app, the email also contains a View your orders link.

Attachments¶

Attachment	File name	When
Invoice PDF	`<Your company name> Invoice <invoice number>.pdf`, or `<Your company name> Invoice REVISED <invoice number>.pdf` on a revised send	Always
Signed POD (one per order)	`<Your company name> POD Signed #<order ID>.pdf`	When the order has a signature captured on the delivery or pickup
Scanned signed POD (one per order)	The scanned file's own name	When the order has no captured signature but has a scanned signed POD uploaded
Order documents	Each document's own file name	Only when Include documents is ticked. Every document of every order on the invoice is attached

For each order, a captured signature takes priority: if the order has one, the signed POD PDF is generated and the scanned POD is not attached. Orders with neither get no POD attachment (this is what the yellow warning counts).

For how PODs and documents get onto an order, see Order Documents & POD.

One failed attachment fails the whole email

The PODs and documents are downloaded from file storage while the email is built. If the download of any of them fails with an error, nothing is sent and the row shows Failed!. Hover over the label to read the error.

What Changes After You Send¶

On success¶

Sent date is set to today. The row shows sent date under the status.
The delivery label shows a green OK. Hovering over it shows Email Delivered.
Status changes to Invoiced, but only if it was new. An invoice that is already Invoiced, Partially Paid or Paid keeps its status.
The envelope turns grey (Resend Invoice).

On failure¶

The delivery label shows a red Failed!. Hover over it to see the error message.
Status is not changed.
Sent date is not changed: the row keeps showing the date of the last successful send, or not sent.

If the invoice was rejected because an address was invalid, the invoice is not touched at all: the label and status stay as they were.

The REVISED rule¶

REVISED is added to the subject and to the invoice PDF file name once the invoice has been sent successfully, meaning the row shows the green OK label.

First send of an invoice: no REVISED.
Any send after a successful one: REVISED.

Resending after a correction

After you change an invoice that was already sent (orders, charges, terms), resend it from the envelope button. The REVISED marking tells the customer this copy replaces the previous one.

Recording a Payment¶

Opening the payment window¶

On the invoice row, open the cog menu and click Record a payment. A pop-up titled Edit Invoice invoice number - customer name opens.

The top of the window summarizes the invoice (read-only):

Item	Shows
Invoice Total	Total of the orders including taxes
Invoice Date	Date on the invoice
Invoiced Orders	Reference numbers of the orders on the invoice
Invoice Due Date	Due date

Below that:

Invoice Status: a drop-down with new, Invoiced, Paid, Partially Paid.
Balance Paid In Full: a button, shown only when the status is not Paid.
Payment Information: the invoice's payment lines, with (+) Add payment to add another.

Balance Paid In Full¶

Click Balance Paid In Full when the customer has paid everything that is left. It:

Sets Invoice Status to Paid.
Adds a payment line with Paid date set to today and Amount set to the remaining balance.
Hides itself.

Fill in the Check number if you have one, then click Update Invoice.

Payment lines¶

Click (+) Add payment to add a line. Each line has:

Field	Required	Description
Paid date	No	Date of the payment (placeholder Payment date). Pick it from the calendar
Check number	No	Cheque or reference number (placeholder Check Number)
Amount	Yes	Amount received (placeholder Amount). The window will not save while a line has no amount
Action	—	(-) Remove payment deletes the line when you click Update Invoice

An invoice can have as many payment lines as you need. On the list, the number of lines shows as N checks under Last payment, and their sum shows as paid $ … under Balance.

Saving¶

Click Update Invoice. The window closes and the invoice row refreshes with the new balance, payments and status. Click Close to leave without saving.

Partial payments do not change the status

Adding payment lines never changes Invoice Status on its own. A part payment leaves the invoice as new or Invoiced until you pick Partially Paid. A payment that covers the whole total leaves it unpaid until you pick Paid. Set the status in the same window before clicking Update Invoice.

You can also manage payment lines and status from the full invoice form (cog menu > Edit). The Balance Paid In Full button is only in the Record a payment window. See Creating Invoices.

Changing the Status Inline¶

You can change an invoice's status straight from the list without opening anything:

Click the status text on the row (for example Invoiced).
A small editor titled Enter new invoice status opens.
Pick new, Invoiced, Paid or Partially Paid and confirm.

The change is saved immediately. This does not add or remove payment lines.

Statuses¶

Status	Meaning	Set by
new	Created, not sent yet	Automatically when the invoice is created
Invoiced	Sent to the customer, waiting for payment	Automatically on the first successful send of a new invoice, or by you
Partially Paid	Some money received	You only
Paid	Fully settled	You only (directly, or with Balance Paid In Full)

How Paid Affects Balances¶

Paid is the status that settles an invoice. Whatever the payment lines say, an invoice with status Paid:

Shows a Balance of $ 0.00, and paid $ … equal to the full invoice total.
Has no aging badge and is left out of every AR Aging filter and the All Unpaid tab.
Gets a paid date of today if it has no payment line with a date and no paid date yet. This date appears under Last payment when there are no payment lines.

Any other status (new, Invoiced, Partially Paid) is treated as unpaid. Its Balance is the invoice total minus the sum of its payment lines, and it stays on All Unpaid and in aging, even when the payments cover the total.

Find mismatches

Because Paid overrides the payment lines, a Paid invoice can have payment lines that don't add up to its total. Audit Payments on the Invoices page lists those. See Invoices.

FAQ / Troubleshooting¶

The row shows Failed! after sending¶

Solution

Hover over Failed! to read the error. Common causes:

The email settings for invoices are wrong or the mail server refused the message. An admin can check the Invoice Mailer Settings in Settings (see Application Settings), or contact UTX support.
A POD or document could not be fetched. Check the order's documents, then send again.

The status was not changed, so you can simply click the envelope and send again once the cause is fixed.

"Please correct the email address and try again"¶

Solution

One of the addresses in To, Cc or Bcc is not a valid email address. Separate several addresses with commas or semicolons, and check for typos. If the addresses look right, ask an admin to check that the Invoice 'From' Address Override in Settings is either empty or a valid email address. When it is left empty, your account's default sender address is used.

The customer didn't get a POD for one of the orders¶

Solution

That order had no captured signature and no scanned signed POD when you sent. The yellow WARNING in the send window shows how many orders are missing one. Upload the POD to the order (see Order Documents & POD) and resend the invoice.

Why does the subject say REVISED?¶

Solution

The invoice was already sent successfully once, so the new copy is marked as revised. Delete the word from Subject if you don't want it. The invoice PDF's file name will still include REVISED.

I recorded the full payment but the invoice is still on All Unpaid¶

Solution

Payments don't change the status. Set the status to Paid: click the status text on the row, or open Record a payment and change Invoice Status.

I sent an invoice and its status didn't change to Invoiced¶

Solution

The automatic change only happens when the status was new. An invoice already Invoiced, Partially Paid or Paid keeps its status when sent. If the row shows Failed!, the email was not sent.

I can't find Balance Paid In Full¶

Solution

The button is hidden when the invoice is already Paid, and it disappears after you click it once. It is only in the Record a payment window, not on the full Edit page.

Best Practices¶

Tips

Keep every customer's Accountant Email and Accountant Email (CC) up to date so the send window fills itself correctly.
Look at the yellow POD warning before sending. Upload missing PODs first so the customer gets everything in one email.
Untick Include documents when the orders carry large or internal files the customer doesn't need.
Record every payment as its own line with the check number. It keeps Audit Payments and your reconciliation clean.
Set the status as you record money: Partially Paid for part payments, Paid once settled.