Review customer invoices

Connect the intended accounting account#

You need access to Finance and a working accounting connection. An authorized teammate can use Integrations to connect the correct business account. Check the accounting company shown before reviewing customer amounts.

Finance shows invoices returned by the connected account, including invoices that account created from recurring billing. Reviewing an invoice does not send it or collect payment. Sending requires separate access and explicit approval when offered.

Inspect an invoice#

1. Open Finance and check the account name and connection status above the list.
2. Select Refresh to read the latest available invoices.
3. Review the customer, amount, currency, payment status, issue date, and due date.
4. Select the invoice number to open its preview and inspect the available detail.
5. Open the original accounting service when you need its full invoice history or an action not offered here.

Find the invoices you need#

Finance initially shows invoices issued in the last 30 days, including today, in your workspace time zone. This range limits both the list and Billing at a glance. Check Issued date before concluding that an older invoice is missing.

Date ranges include their start and end dates and refer to invoice issue or due dates, not the dates payments were received. Open a date menu and select Clear range to remove only that range, or Clear filters to return to all dates and remove the other filters. Returning to Finance starts with the last 30 days again. Correct any reported filter errors before relying on the results.

1. In Search invoices, enter a customer or company name, invoice number, or exact invoice total.
2. Select Filters to combine customer, payment status, currency, exact amount and due date. Choose a currency before filtering by exact, minimum or maximum amount. Select Done to close the panel, then use the × on any active filter tag to remove it.
3. Open the date control beside search (Last 30 days by default), or open Filters and choose Due date. Choose a preset, select a start and end date in the calendar, or type From and Through as YYYY-MM-DD. Select Apply range to update the results; Cancel leaves the existing range unchanged.
4. Select a column heading to sort it, and select it again to reverse the order. Amount sorting keeps currencies separate; it does not convert them.
5. Use Previous and Next to move through matching invoices, 25 per page. Open an invoice number to inspect its details; closing the preview returns to your current results.
6. Use Clear filters to start again. Select Refresh after changes in the accounting service.

Read Billing at a glance#

Billing at a glance summarizes all matching invoices across every results page, separately for each currency. Outstanding balance and Overdue balance show unpaid amounts. Paid invoice totals shows the full value of fully paid invoices matching your filters; it is not revenue or cash received during the selected period.

Check the update time beside Billing at a glance, your active filters, and any incomplete-coverage warning. When coverage is incomplete, search and summaries include only the loaded invoices. Unavailable or unknown amounts are not confirmed zero balances.

Read the list in context#

A limited list may say that only a number of invoices are shown. That is not the total count in your accounting service. “No invoices yet” means the connected account returned no invoices for this view; it does not prove that the business has no billing history.

A billing reminder, client schedule, quote acceptance, and invoice payment are separate records. Verify the actual invoice and payment state before treating a balance as settled.

Connect invoices to the right client#

To show an existing QuickBooks customer’s invoices and payments on a client record, review the customer link in Clients → Delivery → Billing. This requires the appropriate client and Finance access. Linking records does not create an invoice or collect a payment.

Set up automatic billing in order#

Saved steps become compact summaries with Edit actions. Each successful save refreshes the next step automatically. If billing details change, review and confirm automation again when prompted. Team permissions and connection access still apply.

Automation applies to future quote acceptances. Use products and services from the saved QuickBooks company in the quote, then check the accepted quote’s billing status and the resulting records. Turning on automation does not process earlier acceptances or set up recurring billing or payment collection.

1. Open Settings → Finance & billing → Client invoicing.
2. In step 1, select your QuickBooks company and review invoice defaults. Select Save & continue. Choosing a company alone does not save it.
3. In step 2, allow the invoice actions you need. Quote automation needs Create invoices. Confirm the permissions and select Save & continue. Sending emails remains a separate permission and choice.
4. In step 3, select Use these QuickBooks steps when a quote is accepted, choose the steps, and authorize them. Leave Email the invoice to the customer off if you want an unsent invoice.
5. Select Turn on automation and wait for Automation on. Not saved yet means your selections have not taken effect.

Create an invoice from an accepted quote#

Invoice creation starts on an eligible accepted quote. Use Invoice this quote for a standard offer or Payment invoices for a phased project. An authorized teammate reviews the customer, services, dates and selected amount, then explicitly approves one unsent QuickBooks invoice. Later project payments also require confirmation that their accepted trigger has been met. Creating an invoice does not send it or collect payment; review sending separately from its Finance preview when available.

Review delivery and sending#

Open a supported QuickBooks invoice number to check Delivery and payment. Refresh invoice status reads the latest QuickBooks state without sending an email. Email accepted by QuickBooks does not confirm inbox delivery or payment.

When Review send is available, an authorized teammate can review the exact invoice and recipients before a separate sending approval. Do not send another copy while an earlier result is uncertain.

If invoices are unavailable#

Select the account name and connection status in the Finance header to manage or connect accounting. Ask an authorized teammate to confirm the business account. Retry the refresh after resolving the connection. A failed refresh keeps your filters but makes unconfirmed results unavailable. If Finance access denied appears, ask an administrator to review your workspace and accounting access.

A connected assistant can read available finance records and statements when you grant Finance & accounting access. Creating or editing invoices needs editing access; sending and voiding require separate permissions and explicit instructions. The connected accounting company and your workspace permissions still apply.

Restore a saved QuickBooks connection#

A saved connection does not prove live access is working. If QuickBooks access has expired, ask the original connector or an active workspace Owner with explicit company access and integration management permission to use Reconnect QuickBooks in Integrations. Sign in to the same company, then refresh Finance and confirm the expected account and invoices.