What is an open invoice?
An open invoice is an invoice that requires some remaining action, this can include invoices that are not fully paid and invoices that have not yet been sent
How does an invoice become open?
Invoices can become open depending on your due terms as well as the actions that you take. If you are using simple invoicing, the invoice will automatically be marked as open when it is created, and its status will remain open until it is paid or marked otherwise.
There are a couple of key triggers:
Due term rules
Due term | Trigger | Notes |
Upon receipt | The invoice will be moved to the open status when the invoice is sent |
|
Upon start of work | The invoice will be moved to the open status when the job start date has passed | If the job is not scheduled, we will transition this to 'Open' if the invoice is sent or paid to keep reporting accurate. |
Upon completion of work | Invoice will become open when the job is finished, in other words, you must click 'Finish' for the job | If the job is not marked as finished, but the invoice is sent or paid, we will transition this to the 'Open' status to keep reporting accurate. |
There are also 3 different statuses that contribute to an invoice being 'open':
Past DUE - The job must be marked finished, have the invoice sent, unpaid and the due date has past
Due - The job must be marked finished, have the invoice sent, the due date is upcoming and is unpaid
Unsent - The job must be marked finished, have the invoice not sent yet, and left unpaid
Open Invoice Reporting
There are a couple of ways to run reports of the open invoices: from the homepage, dashboard, and reporting tab.
Homepage Reporting
On the homepage, you can click on the 'Open Invoices' tab
This will redirect to the Invoices tab under the Customers profile, where it will show the open invoices, and you can then filter it by status or click under the other status sections.
Dashboard Reporting
Please Note: The Open Invoices Dashboard Report will eventually be replaced with the Invoice List View which is an enhanced report that helps you track your invoices. This new report comes with added filtering functionality and quick views to easily navigate between your invoices that require action.
To learn more about using the Invoice List View, check out our Help Article, "Invoice List View" in the HCP Help Center.
From the Dashboard page, you can click on 'View All' in the 'Open Invoices' section.
This will then populate a report of all past due, due, and unsent invoices.
You will be able to view the information listed in the report:
Invoice ID: invoice number
Customer: name of customer (parent-child setup will show child name)
Job tech: name of one dispatched employee (will choose based on employee list order)
Due amount: amount that has not been paid
Job finished: date 'Finished' was clicked on the job
Invoice last sent: most recent date the invoice was sent to the customer
Due date: based on invoice sent date & due date terms
Terms: invoice due date setting (learn how to change your invoice due date)
Notes: private job notes
Address: the job service address
Hover over an invoice row to:
Expand the row to view all job notes
Send the invoice to the customer
Delete the job completely (not just from the report)
To filter the report:
Click 'Status'
Check the boxes you'd like to include
Click 'Apply' to see changes
