Managing Invoice Status

Update the status of invoices as payments are received or issues arise. All status actions are performed through the Invoice Actions modal.

Accessing Invoice Actions

1. Find the invoice on the booking detail page, lease detail page, customer profile, or invoices list.

2. Click the Actions button on the invoice to open the Invoice Actions modal.

3. The modal shows the invoice details (number, customer, amount, status) and available actions.

Mark as Paid

When you receive payment outside the platform (e.g. cash, EFTPOS, or bank transfer):

1. Open the Invoice Actions modal.

2. Click Mark as Paid.

This option is available for unpaid and pending invoices. Marking an invoice paid records a payment receipt with the payment source Manual, carrying the invoice's GST, so the receipts export covers manually settled payments as well as platform payments.

Mark as Unpaid

If a payment was recorded incorrectly:

1. Open the Invoice Actions modal for the paid invoice.

2. Click Mark as Unpaid.

This option is only available when the invoice status is paid. Marking a manually settled invoice unpaid keeps its Manual payment receipt on record but flags it as reversed, so it stops counting; marking the invoice paid again reinstates the same receipt. Receipts for payments collected through a payment provider are left untouched.

Void an Invoice

If an invoice was created in error or is no longer valid:

1. Open the Invoice Actions modal.

2. Click Void Invoice.

3. Confirm the action in the browser prompt.

Only unpaid invoices can be voided. A paid invoice must be marked as unpaid first, and a refunded invoice cannot be voided. Voided invoices remain in the system for record-keeping but no longer count toward outstanding balances, and a voided invoice is final - it cannot be marked paid or unpaid, or refunded.