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Invoices

Find, filter, follow up on and export your freight invoices from one list.

Overview

The Invoices page (subtitle Management of Invoices) is the working list for accounts receivable. From here you can see what each customer owes and how late it is, open the tools for emailing and payments, and export what you filtered for your accounting system.

  • Status tabs: All, All Unpaid (the default), New, Invoiced, Paid, Partially Paid
  • Search by invoice ID, container number or company name
  • Invoice Date range with quick presets
  • AR Aging (Days Past Due) rollups and exact bands, plus an aging badge on every unpaid row
  • Export the invoices currently listed as QuickBooks columns or AR aging detail, in Excel or CSV
  • Audit Payments lists Paid invoices whose payment lines do not add up to the invoice total

This page covers the list. These topics have their own pages:

Garage invoices are separate

If you use the Garage add-on, garage invoices are kept apart from freight invoices and never appear on this page. See Garage Invoices.

Quick Start

  1. Click Invoices in the left menu. The list opens on All Unpaid, newest invoices first.
  2. Narrow it with a status tab, the search box, an Invoice Date range or an AR Aging option.
  3. Click the envelope on a row to email that invoice, or open the cog menu to Print, Record a payment, Edit or Delete.
  4. To get the list into a file, pick a layout and a format in the Export panel and click Export.

To create an invoice, click Add a new Invoice at the top right. See Creating Invoices.

Access & Permissions

Role Access
Admin Full access: view, create, edit, email, record payments, delete, export, Audit Payments
Manager Full access to invoices of the offices they belong to
Accountant Full access to invoices of the offices they belong to
Dispatch No access. The Invoices menu item is not shown
Customer, Garage, drivers No access

How to get there:

  • From the left menu, click Invoices

One office at a time

The list, the totals, the search and the export only cover the office you are currently working in. If your company runs several offices, switch office to see that office's invoices. See Multi-Office. (Audit Payments is the exception. See Audit Payments below.)

Adding an Invoice

Click Add a new Invoice at the top right of the page. This opens the invoice form, where you pick the customer, terms, tax and the orders to bill.

Invoices are created from this form only

There is no "create invoice" action on an order. To bill orders, start from Invoices > Add a new Invoice. The full walkthrough is in Creating Invoices.

Invoice Filters

The filter bar sits at the top of the Invoices page. Every control narrows the same list, and they combine. Pick a status, add a date range, add an aging option, and you get the invoices matching all three.

Your filters follow you into the export

The Export panel tells you exactly what you are about to download, for example "Exports the 1,250 invoices currently listed (All unpaid) — not the whole database." The file always matches the list on screen.

The search box (placeholder Invoice #, Container # or company name) matches any of these:

You type Matches
Digits only, e.g. 1234 The invoice whose ID is that number. Leading zeros don't matter, so 01234 works too
The start of a container number, e.g. MSCU12 Invoices with an order whose container number starts with that text
Part of a company name, e.g. logist Invoices for any customer whose name contains that text

The three checks run together, so a digits-only search also returns invoices whose container number starts with those digits or whose company name contains them. Search is not case-sensitive. Type your text and click Search (or press Enter).

Search by the invoice digits

Invoice search matches the invoice's number. If your invoice numbers are shown with a prefix (for example A26 - 01234), type only the digits: 1234.

Searching narrows what you are already looking at. It keeps your status tab, date range and aging option. On the default All Unpaid tab, a search will not find a paid invoice. Click All first if you are looking for an invoice that may be paid.

Filter chips and Clear All

Active filters show as small chips inside the search box. Click a chip (it ends in ✕) to drop that one filter and keep the rest.

Chip Appears when Removing it
Status tab name, e.g. Paid ✕ Any tab other than the default All Unpaid is selected Goes back to All Unpaid
Date range, e.g. Jan 1, 2026 – Mar 31, 2026 ✕, From Jan 1, 2026 ✕, Up to Mar 31, 2026 ✕ An invoice date range is set Clears both dates
Aging, e.g. Past due ✕, 30+ days ✕, Aged 31-60 ✕ An AR aging option is selected Clears the aging option

The search text itself is not a chip. It stays in the box. Clear All (to the right of Search) resets the page to its default view: All Unpaid, no search, no dates, no aging.

Status tabs

The status tabs filter on the invoice's Status value. The selected tab is highlighted in green.

Tab Shows
All Every invoice, whatever its status
All Unpaid Invoices with status new, Invoiced or Partially Paid. This is the default tab
New Status new. A new invoice starts here and normally stays here until it is emailed
Invoiced Status Invoiced. A successful email moves a new invoice here
Paid Status Paid
Partially Paid Status Partially Paid

Tabs follow the Status value, not the balance

A tab picks invoices by what is in the Status column. An invoice whose payments cover the total stays on All Unpaid until its status is changed to Paid.

Invoice Date

Filter by the date on the invoice (both ends included). Pick a from and/or to date and click Apply, or click a preset:

This Month · Last Month · This Year · last year (shown as the year itself, e.g. 2025) · Last 12 Months

You can set only one end: a from date alone shows everything from that day on, and a to date alone shows everything up to that day. The active preset is highlighted in green. Click Clear dates to drop the range and keep your other filters.

AR Aging (Days Past Due)

Aging answers "how late is this?" It is measured in days past the invoice's due date, as of today.

There are two ways to ask, side by side:

Type Options Meaning
Rollups (open-ended) Past due · 30+ days · 60+ days "This old and worse." 30+ days covers 31-60, 61-90 and 91+ together
Bands (exact) Not Due · 0-30 · 31-60 · 61-90 · 91+ Splits the unpaid ledger into exact buckets, the same way the Aged Receivables report does

Only one aging option can be active at a time. Click the active option again to turn it off.

Details worth knowing

  • Past due means at least one day late. An invoice falling due today sits in the 0-30 band without being past due.
  • Invoices with status Paid carry no aging, so no aging option returns them. Picking an aging option while on the Paid tab switches you to All Unpaid. Clicking Paid clears the aging option.
  • New, Invoiced and Partially Paid combine with aging. For example, Invoiced + 60+ days lists invoices sent and more than 60 days late.
  • An old invoice with no due date on record is aged from its invoice date.

Invoice List Columns

The list shows eight columns. Most pair a main value with a smaller related value underneath. Invoices are sorted newest first (by invoice ID) on every tab, 50 per page.

Column Main value Underneath
Invoice Invoice number Invoice date
Company Customer name (a link, see below), or Unknown if none Number of orders: 1 order, N orders, or —
Due date Due date, with the aging badge beside it —
Total Invoice total including taxes —
Balance Amount still owed. Shown in bold red when above zero, $ 0.00 otherwise paid $ …: total paid so far
Last payment Date of a payment line (see below), or — Number of payment lines, e.g. 2 checks
Status Status value, with a delivery label sent date or not sent
Actions Envelope button and cog menu —

Click a company name to see all unpaid invoices for that company. The list switches to All Unpaid with the company name in the search box. Your date range and aging option are dropped. Add them back from the filter bar if you need them.

This is an ordinary search, so it also lists invoices of any other customer whose name contains the same text (for example, clicking ABC Logistics also shows ABC Logistics East).

Aging badge

Each unpaid invoice shows a small coloured badge next to its due date, naming its aging bucket:

Badge Colour Meaning
Not Due Grey Due date is still ahead
0-30 Blue 0 to 30 days past due
31-60 Orange 31 to 60 days past due
61-90 Red 61 to 90 days past due
91+ Darker red More than 90 days past due
— Muted The invoice is Paid and has no aging

Hover over a badge to see the exact count, for example "12 days past due" or "Due in 5 days".

Last payment

Last payment shows a payment date from the invoice's payment lines. If the invoice has no payment lines, the invoice's own paid date is shown, or —. The count underneath (1 check, 3 checks, 0 checks) is the number of payment lines.

For a Paid invoice, paid $ … under the Balance shows the full invoice total.

Status

The Status column shows the value stored on the invoice, exactly as saved. A brand-new invoice reads new in lowercase. The others read Invoiced, Paid and Partially Paid.

Changing the status inline: click the status text to open a small editor titled Enter new invoice status. Pick new, Invoiced, Paid or Partially Paid and confirm. The change saves immediately.

Changing the status here does not add or remove payment lines. If you set an invoice to Paid and it has no payment lines and no paid date yet, today's date is recorded as its paid date.

Next to the status, a small label shows how the last email went:

Label Meaning
OK (green) The last invoice email was handed off successfully
Failed! (red) The last attempt failed. Hover over the label to see the error message
(none) The invoice has never been emailed

Underneath, sent date shows the date of the last successful email, or not sent.

The Total of invoices row at the bottom adds up the Total and Balance columns for the current page only (up to 50 invoices), not for everything matching your filters. The line under the table says so, for example:

"Totals above cover the 50 invoices on this page of 1,250 matching the current filters."

For a total across all matching invoices, use the Export (the AR aging detail layout ends with a TOTALS row) or the Aged Receivables report.

Row Actions

Each row has two controls in the Actions column.

Envelope button: Email Invoice / Resend Invoice

There is no separate Send button. Click the envelope to open the email window for that invoice:

  • Blue envelope (tooltip Email Invoice): the invoice has not been sent yet.
  • Grey envelope (tooltip Resend Invoice): it was sent before.

A successful email of a new invoice changes its status to Invoiced. For recipients, attachments and the REVISED marking, see Invoice Email & Payments.

Cog menu

Item What it does
Print Opens the printable invoice in a new browser tab
EDI 210 Downloads the invoice as an EDI 210 file named EDI210_<invoice number>_<YYYYMMDD>.csv. Only shown if your account has EDI invoicing turned on (ask UTX support)
Record a payment Opens the invoice in a pop-up window so you can add payment lines. See Invoice Email & Payments
Edit Opens the full invoice form. See Creating Invoices
Delete Deletes the invoice after an Are you sure? confirmation

Deleting an invoice

Delete removes the invoice itself and cannot be undone from this page. Its orders are not deleted: they are only detached from the invoice.

Exporting Invoices

The Export panel is part of the filter bar. It exports the invoices currently listed, across all pages: whatever your status tab, search, invoice date range and aging option have narrowed the list to.

The line under the button always states what you are about to get, for example "Exports the 1,250 invoices currently listed (All unpaid, past due) — not the whole database."

To export:

  1. Filter the list until it shows what you want.
  2. In Export, pick a layout (QuickBooks columns or AR aging detail) and a format (Excel or CSV).
  3. Click Export. The file downloads.
Setting Options Description
Layout QuickBooks columns One row per invoice with amounts before and after tax, for importing into QuickBooks
AR aging detail One row per invoice with balance and aging detail, for collections and month-end
Format Excel (.xlsx) Default
CSV (.csv) Comma-separated values

QuickBooks columns layout

Rows are sorted by invoice date (oldest first), then invoice ID.

Column Contents
Invoice Invoice number
Invoice Date YYYY-MM-DD
Customer Company name, or Unknown
Details One entry per order, <type> - <container>, separated by commas. Types: CI import, EX export, DV dry van, TF transfer
Amount before sales taxes Subtotal of the orders
GST Charged GST (0.00 if the invoice has no tax)
QST Charged QST (0.00 if the invoice has no tax)
Amount after sales taxes Invoice total

AR aging detail layout

Rows are sorted by due date (oldest first), then invoice ID. The last row is a TOTALS row adding up every money column.

Column Contents
Invoice Invoice number
Invoice Date YYYY-MM-DD
Customer Company name
Status Status value, as stored
Terms Invoice terms
Due Date YYYY-MM-DD
Days Overdue Days past due as of today (negative = not due yet). Blank for Paid invoices
Aging Bucket Not Due, 0-30, 31-60, 61-90, 91+, or Settled for Paid invoices
Invoice Total Total including taxes
Amount Paid Total minus balance
Balance Amount still owed (0 for Paid invoices)
Last Payment Same date as the Last payment column on screen
Not Due · 0-30 · 31-60 · 61-90 · 91+ The balance, placed in the one column matching the invoice's bucket. The others show 0

Pivot-ready

Because each balance lands in exactly one bucket column, you can sum the bucket columns per customer to rebuild an aged receivables summary for exactly the invoices you filtered.

File name

Files are named after your company, the layout, the status tab, the date range (when both dates are set) and today's date:

  • QuickBooks columns, no date range: <company>-invoices-<status>-on-DDMMYY.xlsx
  • AR aging detail, with a date range: <company>-invoice-aging-<status>-<YYYYMMDD>-to-<YYYYMMDD>-on-DDMMYY.csv

The status part is one of all-invoices, all-unpaid, new, invoiced, paid, partially-paid. The Excel worksheet is named after the status tab too (for example All unpaid).

Very large exports

An export builds the whole file at once, so it is capped at 20,000 invoices. If your filters match more than that, you go back to the list with the message "That export covers N invoices, which is more than the 20,000 this can build at once. Narrow it with the invoice date range, then export again." Pick a range such as This Year or Last 12 Months and export in batches.

Audit Payments

Audit Payments (in the Tools panel, to the right of Export) is a read-only report. It opens a pop-up listing invoices that are marked Paid but whose payment lines do not add up to the invoice total.

What it checks:

  • Invoices with status Paid, invoice date January 1, 2024 or later, that have at least one payment line
  • The invoice total (orders + tax) is compared with the sum of its payment lines
  • Any difference greater than $0.02 is listed
  • It looks at all offices, not just the one you are working in
Column Shows
Invoice # Invoice number. Click it to open a search for that invoice in a new tab
Date Invoice date
Status Status (always Paid)
Invoice Total What the invoice should total
Total Paid Sum of its payment lines
Difference Invoice Total minus Total Paid. Positive = under-paid, negative = over-paid

If nothing is found, it reads "No discrepancies found. All paid invoices match their payment lines."

Nothing is changed for you

Audit Payments does not fix anything and has no bulk update. To correct an invoice, open it (cog menu > Record a payment or Edit) and adjust its payment lines. See Invoice Email & Payments.

FAQ / Troubleshooting

I searched for an invoice number and got nothing

Solution

Check two things:

  1. Search by the digits. If your invoice numbers have a prefix like A26 - 01234, search for 1234.
  2. Check the status tab. Search keeps the current tab, and the default is All Unpaid. Paid invoices only show on All or Paid.

Also make sure you are in the right office: the list only shows the current office's invoices.

Solution

The footer only adds up the current page (50 invoices). For a full total, export with the AR aging detail layout (it ends with a TOTALS row) or use the Aged Receivables report. The report and this list are not expected to match exactly: the report starts from your invoicing start date and counts payments as of its date, while the list includes every invoice and treats status Paid as settled.

A paid-up invoice still shows an aging badge

Solution

Aging is based on Status, not on the balance. An invoice stays aged until its status is Paid. Click the status text and change it to Paid.

The status shows Failed!

Solution

The last email attempt failed. Hover over Failed! to read the error, fix the cause (for example a wrong recipient address: the To field is pre-filled from the customer's accountant email), and click the envelope to send again. See Invoice Email & Payments.

My export has more (or fewer) rows than I expected

Solution

The export uses every active filter: status tab, search text, invoice date range and aging option. Read the caption under Export. It lists the count and filters before you click. Note that the export covers all pages, while the screen shows 50 at a time.

An invoice from Audit Payments doesn't show when I click it

Solution

Audit Payments covers all offices, but the list only shows your current office. Switch to the invoice's office and click the link again. See Multi-Office.

A dispatcher can't see the Invoices menu

Solution

This is expected. Dispatch users have no access to invoices. Give the person the Accountant or Manager role if they need it. See User Roles.

Best Practices

Tips

  • Start collections from AR Aging > 60+ days, then click a company name to see everything that customer owes.
  • Set a date range before exporting large histories. It keeps you under the 20,000-invoice cap and gives each file a clear period in its name.
  • Run Audit Payments before month-end close to catch Paid invoices with missing or mistyped payment lines.
  • Mark invoices Paid once fully paid so they leave All Unpaid and the aging filters.