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Kuberan AI Help

Invoices

Open Invoices

Overview

The Invoices screen is the billing command centre for your accounting practice. Invoices are typically generated directly from approved time entries, ensuring every billable hour is captured accurately, but you can also create invoices with custom line items for fixed-fee engagements or expense recovery. Once an invoice is sent, Kuberan AI tracks its status through to full payment, surfacing overdue invoices automatically so nothing slips through.

Invoices list with status badges, amount columns, and filter bar
Invoices list view showing status badges, outstanding balances, and the Create Invoice button.
  1. (1) Status filter tabs — All, Draft, Sent, Paid, Overdue, Voided
  2. (2) Create Invoice button — opens the new invoice drawer
  3. (3) Invoice number — unique sequential identifier, sortable
  4. (4) Status badge — colour-coded current invoice status
  5. (5) Outstanding amount — balance owing after any partial payments

Screen Layout

Status filter tabs (top): Quick-filter tabs for the most common invoice views: All, Draft, Sent, Paid, Overdue, Voided. The count badge on each tab reflects the current total.

Toolbar: Search field (by invoice number, client name, or engagement), a date range picker, and the Create Invoice button.

Invoice table: Columns: Invoice #, Client, Engagement, Issue Date, Due Date, Amount, Paid, Outstanding, Status, Actions. Sorted by Issue Date descending by default.

Summary strip (below table): Shows total amount outstanding, total amount paid within the filtered period, and total invoices in the current view.

UI Elements

Status Badges

BadgeColourMeaning
DraftGreyCreated but not yet sent to client
SentBlueDelivered to client; awaiting payment
PaidGreenFully paid
OverdueRedPast due date with an outstanding balance
VoidedSlateCancelled; no financial effect

Table Columns

Invoice #

Auto-generated sequential invoice number (e.g., INV-0042). Formatted per your settings under Workspace → Invoice Settings. Sortable.

Client

The client being billed. Link to the client profile. Sortable.

Engagement

The engagement this invoice was generated from. May be blank for standalone invoices.

Issue Date

The date the invoice was created or issued. Sortable.

Due Date

Payment due date. Calculated automatically based on your default payment terms (e.g., Net 30). Editable on Draft invoices. Overdue invoices show this date in red.

Amount

Total invoice amount before any payments. Sortable.

Paid

Sum of all recorded payments against this invoice.

Outstanding

Amount − Paid. Zero for fully paid invoices.

Status

Colour-coded badge as described in the status table above. Click to access the status-action popover.

Row Actions

Context-sensitive actions: Edit (Draft only), Send, Record Payment, Download PDF, Duplicate, Void, Delete (Draft only).

Invoice Detail Drawer

Line Items

Ordered list of service lines. Each line has: description, quantity (hours), unit price (rate), HST/GST applicable toggle, and line total. Time-entry-sourced lines are grouped by date and rate.

Subtotal / Tax / Total

Calculated summary at the bottom of the line items. Tax rate is set per invoice and defaults to your workspace default.

Notes to Client

Rich-text field printed on the invoice PDF below the line items. Use for payment instructions, thank-you notes, or engagement reminders.

Payment Terms

Dropdown: Due on Receipt, Net 15, Net 30, Net 60. Determines the due date relative to the issue date.

Actions

Create an Invoice

  1. Click Create Invoice in the toolbar. The New Invoice drawer opens.
  2. Select the Client from the dropdown.
  3. Optionally link the invoice to an Engagement.
  4. Set the Issue Date (defaults to today) and Payment Terms.
  5. Add line items: click Add Line to add a custom line, or click Import from Time Entries to pull in Approved time entries for this client and engagement.
  6. Review HST/GST applicability for each line and verify the tax rate is correct.
  7. Add any Notes to Client in the notes field.
  8. Click Save as Draft to save without sending, or Save and Send to save and immediately send the invoice by email.

Edit a Draft Invoice

  1. Click the invoice row to open the detail drawer, or click ⋯ → Edit on the row.
  2. Modify line items, dates, notes, or payment terms as needed.
  3. Click Save. Only Draft status invoices are fully editable; Sent invoices require voiding and re-creating if substantive changes are needed.

Send an Invoice

  1. Click ⋯ → Send on a Draft invoice row, or click Send Invoice from within the invoice detail drawer.
  2. An email preview dialogue appears showing the recipient (pulled from the client’s email address), subject line, and email body. Customise the message if needed.
  3. Click Send. The invoice status changes to Sent, and the sent date/time is recorded.
  4. A PDF copy of the invoice is attached to the email automatically.

Record a Payment

  1. Click ⋯ → Record Payment on a Sent or Overdue invoice, or open the invoice detail drawer and click Record Payment.
  2. Enter the Payment Amount (defaults to the outstanding balance for full payment).
  3. Select the Payment Date.
  4. Choose the Payment Method: Cheque, Bank Transfer (EFT), Credit Card, Cash, or Other.
  5. Optionally enter a Reference Number (cheque number, transaction ID, etc.).
  6. Click Save Payment. If the payment amount equals or exceeds the outstanding balance, the invoice status changes to Paid automatically. Partial payments change the outstanding balance but leave the invoice as Sent (or Overdue if past due).

Void an Invoice

Voiding cancels an invoice permanently without deleting its record. Use voiding for incorrect invoices that have already been sent to a client.

  1. Click ⋯ → Void on the invoice row.
  2. Enter a Reason for Voiding in the confirmation dialogue (required; appears in the audit log).
  3. Click Void Invoice. The status changes to Voided and the invoice amount is excluded from all revenue reports going forward.
  4. If the voided invoice was linked to time entries with Billed status, those entries revert to Approved and become available for re-invoicing.

Download Invoice as PDF

  1. Click ⋯ → Download PDF on any invoice row, or open the invoice detail drawer and click the download icon.
  2. The PDF generates and downloads immediately. It includes your firm logo (configured in Workspace Settings), all line items, HST number, payment terms, and any notes to client.

Duplicate an Invoice

  1. Click ⋯ → Duplicate on an invoice row.
  2. A copy of the invoice is created as a new Draft with today’s date. The invoice number is auto-incremented.
  3. Open the duplicate to adjust line items, dates, or client details as needed before sending.
  • Recurring Invoices — Automate invoice creation on a regular schedule
  • Time Entries — Approve time entries to make them available for invoicing
  • Payments — View and manage all payment records across every invoice
  • Reports — Billing summary and revenue-by-client reports