The Invoice Module is the financial backbone of your agency. It handles billing, revenue tracking, and payment status management for your confirmed bookings.
Invoices are legally binding billing documents generated for your customers. They track the total amount due, amount paid, and the current outstanding balance, ensuring your accounts receivable are always accurate.
Click the "View" (Eye Icon) on any invoice. The page shows the full billing details: who it’s for, each line item, totals, payment status, and history. The layout is a main column (left) for recipient and line items, and a right column for financial summary, tasks, and timeline. A full-width Payment History table appears at the bottom.
The following sections appear in order. Buttons at the top vary by status (e.g. Add Payment and Cancel Invoice are hidden for cancelled invoices).
The first card has two parts. Bill To: Company name (or recipient name), full address, GST number (if any), phone, and email—taken from the invoice’s stored recipient details. Invoice Info: Invoice number, invoice date, due date (if set), and current status (e.g. Pending, Sent, Partially Paid, Paid, Cancelled) with a badge.
Each billing line is shown in its own card: Service Item #1, #2, etc., with a badge for the service type (Tour, Package, Hotel, Flight, Cab, Visa). Inside each card you see the service-specific details (e.g. Tour/Package: Package Name, Travel Date, Destination, Pax; Flight: Travel/Return dates, Trip Type, Cabin Class, Route, Pax; Hotel: Check-in/Check-out, City, Pax; Cab: Travel Date, Category, Cab Type, Route; Visa: Country, Visa Type). If the item has a Service Description, it appears as free text. A small table at the bottom of each card shows Rate, Discount, Tax (%), and Item Total for that line.
If terms were set when creating or editing the invoice, they appear in a dedicated card (payment terms, bank details, or other conditions). Otherwise “None” may be shown.
In the right column. Shows Subtotal, Total Discount, Total Tax, and Grand Total. Below that: Paid Amount (total collected against this invoice) and Balance Due (amount still owed). Balance Due is highlighted in red when positive and green when zero. This is the same logic used for the customer’s outstanding balance.
In the right column. Lists tasks linked to this invoice (e.g. follow-up for payment). You see up to five open or in-progress tasks with title and due date. Use Create Task to add a task, or View All Tasks to see the full list filtered by this invoice.
In the right column. Timeline of the invoice: when it was created, status updates, edits, and notes added. Each entry shows date, time, and the agent who performed the action. Use Add Note to add a remark, or View Full Invoice History to see the complete log. This is the same as the “Invoice Timeline” described below.
Full-width table at the bottom. Lists all payments recorded against this invoice: Payment # (link to view payment), Date, Amount, Method, Status (e.g. Received, Pending, Failed), and Action (view). Use this to reconcile collections with the invoice.
Generates the official billing document to be sent to the customer for payment.
Record a collection against this invoice. This will automatically update the Balance Due and Payment History.
Manually adjust the billing status (e.g., mark as Sent or Cancelled).
Update line items, tax rates, or billing info before the payment is received.
Removes the invoice record. *Note: Deleted invoices will return the revenue amount to 'Outstanding' in the customer profile.*
The timeline tracks the financial lifecycle of the bill:
Click "Add Invoice" or use "Convert to Invoice" on a Won Quote to open the create-invoice page. Invoices are always created for an existing Customer (not leads). The form has a main column (left) for recipient and line items, and a right column for dates and terms. All sections and fields are described below as they appear on the Create/Edit Invoice page.
When creating from a Won Quote, line items are pre-filled from the quote. You must have at least one item. The Grand Total is the amount the customer owes and appears on the PDF.
When finished, click Generate Invoice to create the invoice (or Update Invoice when editing). Use Cancel to return to the invoices list without saving. After creation, use Add Payment on the invoice view page to record collections and update the Balance Due.