Documentation

Viewing Invoices and Quotes

View all invoices and quotes

From your site's Administration view, click on Invoices on the left-hand sidebar. You will be brought to the Invoices and Quotes page where a table displays all invoices and quotes with a summary of their essential information:

  • Number
  • Type (i.e. Invoice or Quote)
  • Status (Draft, Sent, Paid, Void)
  • Date (Editable)
  • Due / Expiry Date
  • Bill to (user name and account number)
  • Total

Filtering Invoices

The Filters section in the Invoices module allows administrators to narrow down invoice and quote records using a wide range of specific criteria. Whether you need to locate a single invoice, audit billing for a specific lab group, or generate financial statements for a particular resource tag, you can combine these filter parameters to isolate exact records.

Available Filter Options

The filtering interface is divided into several categories:

1. Date Range & Timeframes

  • Start / End Dates: Define a custom calendar range to restrict the invoices displayed.
  • Filter by Dropdown: Choose which date field to apply your date range  (Invoice/quote date, Payment date, or Billing period dates).

2. User, Group & Project Attributes

  • User: Restrict results to invoices billed to a specific account holder 
  • User Group: Filter invoices generated for users within one of the defined user groups in your site
  • Project: View invoices associated with a specific project; clicking Options will allow you to select only from only active or in progress projects

3. Resource, Category & Tag Parameters

  • Resource: Isolate invoices that contain line items for a specific instrument, space, or service; clicking Options gives the ability to select from deactivated resources as well.
  • Category: Filter by your defined display categories. A pop-up window will list your display categories and subcategories
  • Tags: Click + Add a tag filter to pull invoices for items carrying specific resource tags. Multiple tags can be selected

4. Invoice Status & Attributes

  • Status: Filter by general invoice processing status (Show All, Draft, Sent, Paid, Void, Accepted, Rejected) using the dropdown
  • Due Status: Isolate invoices by payment timeliness (Show All, Overdue/Expired, Not Overdue) using the dropdown
  • Autosend: Filter based on whether invoices are set up for automated delivery (Show All, Will Autosend, Will Not Oversend) using the dropdown
  • Recurring: Filter between standard one-time invoices and recurring billing schedule (Show All, Does Recur, Does Not Recur) using the dropdown.

5. Identifier & Contact Search

  • Number: Search directly for a specific invoice or quote number (Searches across all dates)
  • Number Prefix: Search for invoices matching a designated prefix (Limited to the selected date range).
  • Bill To Email Address: Search for invoices matching a specific recipient email
  • Bill To Name: Filter by the client or organization name listed on the invoice's billing details

6. Line Item Search

  • Item Name: Search for invoices containing specific line item titles or service descriptions
  • Item SKU: Search for invoices containing specific product codes or inventory SKUs

How to Apply Filters

  1. Navigate to Administration > Invoices.
  2. Expand or locate the Filters panel at the top of the invoice list.
  3. Enter or select your desired criteria in the appropriate fields.
  4. Click Apply Filters.
  5. The invoice list will update to display only the records matching your specified criteria.
  6. To clear your filters and return to the default view, reset the modified fields or click Reset Filters