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 an Invoice Becomes "Open"
3 different statuses contribute to an invoice being "open:"
Past Due - The job must be marked finished, have the invoice sent, unpaid and the due date has passed.
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 as finished, the invoice must not have been sent yet, and the job must be unpaid.
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, explained in the Due Term Rules table below:
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 | The invoice will become open when the job is finished. In other words, you must click 'Finish' on 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. |
Access Open Invoices from the Homepage
To access your Open Invoices from the homepage:
Select 'Home' from your top navigation bar.
Click the 'OPEN INVOICES' widget.
This will redirect you to the Invoice list view, where the 'Open' invoice status will be pre-selected so you can easily view your open invoices.
🛠️ Pro Tip: If you'd like, you can filter your invoices further, or select additional invoice statuses by clicking the 'Filter' button.
Access Open Invoices from the Dashboard
Please Note:
The Open Invoices Dashboard Report is being deprecated and will eventually be replaced with the Invoice List View, an enhanced report that helps you track your invoices. This new report comes with added filtering functionality and Quick Views to easily navigate between invoices that require action.
📖 Help Article:
To learn more about using the Invoice List View, check out our Help Article, "Invoice List View" in the HCP Help Center.
To access open invoices from the Dashboard:
Select 'Dash' in your top navigation bar to view your Dashboard.
Locate the Open Invoices card. The Open Invoices card on the Dashboard displays the total invoice amount by open invoice status.
Click 'VIEW ALL' in the top right corner of the card to pull up all past due, due, and unsent invoices.
Alternatively, you can click the Past due, Due, or Unsent bars in the graph to view only the open invoices with those specific statuses.
The following information is listed in columns:
Invoice ID - Invoice number
Customer - Name of customer (parent-child setup will show child name)
Job tech - Name of one dispatched employee (based on employee list order)
Due amount - The amount that has not been paid
Job finished - The 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
Click here to learn how to change your invoice due date.
Notes - Private job notes
Address - 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 (remove it from your account).
To filter the report:
Click the 'Status' drop-down.
Check the boxes you'd like to include.
Click 'Apply' to see changes.
Having trouble finding what you need?
For further assistance, please reach out to our Chat Support team
via the Blue Chat Bubble in your Housecall Pro account, or
contact our Phone Support team at (858) 842-5746.