Invoices

The Invoices page is your billing hub — create invoices, track who has paid, follow up on overdue amounts, and connect to receipts, quotes, and auto-billing.

In Beentara:

• Invoice list: Sales → Invoices (/invoice)
• Create invoice: Create Invoice button → /new-invoice
• Invoice detail: View on a card → /invoice-detail/:id

Invoice Summary, payment tabs, invoice cards, and Create Invoice button

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Opening the Invoices page

1. Open the sidebar under Sales → Invoices.
2. Or go to /invoice.

You need billing.read permission (admins always have access).

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Page layout

Area	What it does
Invoice Summary	Published vs draft counts, payment health, and revenue metrics
Payment tabs	Filter by All, Active, Overdue, or Paid
Invoice cards	One card per invoice with amounts and quick actions
Toolbar	Search, filters, bulk delete, overflow menu
Create Invoice	Fixed button at the bottom to add a new invoice

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Invoice Summary

At the top, Invoice Summary shows how your billing is performing for the selected period.

Lifecycle filters, payment breakdown bar, and KPI cards

Period filter

Filter	Shows data for
Today	Current day
Yesterday	Previous day
Weekly	Last 7 days
Monthly	Current calendar month
All Time	All invoices
Custom Date	Pick From and To, then Apply

Lifecycle filter

Click summary metrics to filter the list:

Filter	Shows
All	Every invoice
Active (Published)	Sent invoices (dpstatus = Published)
Inactive (Draft)	Unpublished drafts

Payment health

The colored bar breaks down invoices by payment state:

Status	Meaning
Paid	Nothing outstanding
Pending	Balance due, not yet overdue
Overdue	Balance due and past the due date

Click a segment to jump to the matching payment tab below.

Use Hide / Show to collapse the summary — your preference is saved per account.

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Payment tabs

Below the summary, tabs filter invoices by payment status:

All invoice, Active, Overdue, and Paid tabs with counts

Tab	Shows
All invoice	Every invoice
Active invoice	Outstanding balance, not overdue
Overdue invoice	Past due date with balance remaining
Paid invoice	Fully paid

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Invoice cards

Each invoice appears as a card showing:

Field	Description
Invoice number	Prefix INVE + number
Dates	Invoice date and due date
Customer	Customer name
Grand total	Full invoice amount
Due amount	Outstanding balance (if any)
Bad Debt	Label when money is still owed

Card actions

Action	Purpose
Click card	Open all invoices for that customer (/individual-invoice/:customer_id)
View	Open invoice detail (/invoice-detail/:id)
Resend	Email and/or WhatsApp the invoice again (published invoices only)

Select checkboxes to Delete selected in bulk.

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Toolbar and overflow menu

Control	Purpose
Search	Find invoices by number, customer, or order ID
Filter drawer	Date range, sort order, entries per page
Overflow menu (⋮)	Portal link, Auto-billing, Import, Export, Bad Debt, sample file, Refresh

Related pages from the menu

Menu item	Opens
Auto-billing	/recurring-invoices — recurring invoice schedules
Import	/invoice-import — bulk CSV import
Export	/export — download invoice data
Bad Debt	/bad-debt — overdue analytics

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Create an invoice (/new-invoice)

Tap Create Invoice at the bottom of the list (or go to /new-invoice).

Customer, line items, totals, and Publish button

Header actions

Button	Purpose
Cancel	Return to /invoice
Save draft	Save without sending (dpstatus = Draft)
Publish	Send the invoice (optional email/WhatsApp)

When editing, Publish becomes Update.

Form sections

1. Invoice details

• Customer (existing customer or add new)
• Invoice number (auto-generated INVE prefix)
• Invoice date and payment terms (15-net, 30-net, etc.)
• P.O. number

2. Line items

• Add products or services with quantity, rate, discount, and tax

3. Notes and totals

• Customer note, shipping charge, advance payment
• Review subtotal, tax, grand total, and pending balance

4. Delivery options (when publishing)

• Email invoice PDF to customer
• Send via WhatsApp (includes the customer portal link; PDF stays on email)

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Edit an invoice (/edit-invoice/:id)

1. Open invoice detail and click Edit, or navigate to /edit-invoice/:id.
2. Update line items, dates, or customer details.
3. Save draft or Update to republish.

Draft invoices can be edited freely. Use care when editing published invoices that customers have already received.

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Invoice detail (/invoice-detail/:id)

The detail page shows the full document and advanced actions:

Action	Purpose
Resend	Email/WhatsApp the invoice again
Record payment	Jump to Receipts with prefilled payment data
Issue credit note	Reduce balance with a linked credit note
Download PDF	Save or print the invoice
Edit	Open the edit form
Delete	Remove the invoice
Auto-billing link	Appears if invoice was generated from a recurring schedule

For quotes opened on this page, you will also see Convert to invoice.

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Record a payment

When a customer pays outside the online link:

1. Open invoice detail.
2. Click Record payment.
3. Beentara opens Receipts with customer and amount prefilled.
4. Save the receipt — the invoice pending balance updates.

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Related billing features

Feature	Guide	Path
Quotes	Quotes guide	/quotes — convert approved quotes to invoices
Auto-billing	Auto-billing guide	/recurring-invoices — automatic recurring invoices
Receipts	Receipts guide	/receipt — record payments
Credit notes	Credit notes guide	/credit-notes — issue from invoice detail

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Daily workflow tips

1. Start with Overdue invoice tab — chase payments due today.
2. Save draft while preparing; Publish when ready to send.
3. Use Resend for customers who did not receive the first email.
4. Record payment as soon as money arrives — keeps balances accurate.
5. Link Auto-billing for subscription or retainer clients.
6. Share the customer portal link from the overflow menu for self-service invoice access.

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Customer portal

Give customers read-only access to their invoices without admin login.

Step	Action
1	On Invoices, open overflow menu (⋮)
2	Copy Portal link — tenant-specific URL
3	Send link to customer — they log in with email OTP

Customers see published invoices and published quotes (not drafts). Quote option selection and PDF download are covered in the portal guide.

Full guide: Customer portal

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Related guides

Feature	Guide
Dashboard	How to use the Dashboard
Quotes	How to use Quotes
Auto-billing	How to use Auto-billing
Receipts	How to use Receipts
WhatsApp billing	WhatsApp (AiSensy)
Orders	How to use Orders