What This Screen Does

This is the central hub for managing all invoices in the system. Think of it as your digital filing cabinet for every bill you have sent to customers. You can browse, search, filter, sort, and take bulk actions on invoices – such as sending reminders, exporting to CSV, voiding, refunding, or forwarding to debt collection.

How to Get There

Open the dashboard.
In the left-hand menu, click Invoices.
You are now on the Invoice List screen.

Step-by-Step Guide

1. Review the Analytics Summary

At the top of the page you will see five summary cards. Each card shows a count and a percentage ring so you can see the health of your invoices at a glance.

Card	What It Shows
Total	The total number of invoices across all statuses.
Paid	How many invoices have been paid, and their share of the total.
Unpaid	How many invoices are still open (awaiting payment).
Overdue	Invoices marked as uncollectible – payment was not received on time.
Draft	Invoices that have been created but not yet sent.

2. Filter by Status Tab

Below the analytics cards is a row of tabs. Click a tab to show only invoices with that status.

Tab	What It Shows
All	Every invoice, regardless of status.
Paid	Invoices that have been paid in full.
Authorized	Payments that have been authorized but not yet captured.
Draft	Invoices saved as drafts – not yet sent to the customer.
Open	Invoices that have been sent but not yet paid.
Uncollectible	Invoices where the system could not collect payment.
Voided	Invoices that have been cancelled (voided).
Inkasso	Invoices that have been sent to a debt collection agency.
Expired	Invoices whose payment window has passed.
Failed	Invoices where the payment attempt failed.

Each tab displays a badge with the count of invoices in that status.

The toolbar sits directly below the status tabs.

Filter	Required	What It Does
Start date	No	Pick a date. Only invoices created on or after this date will appear.
End date	No	Pick a date. Only invoices created on or before this date will appear. The field turns red if it is earlier than the start date.
Search	No	Type a customer name or invoice number. The list updates as you type.

When filters are active, a summary bar appears showing which filters are applied and the number of results found. Each active filter appears as a chip you can click to remove. You can also click Clear to remove all filters at once.

4. Read the Invoice Table

Each row in the table shows one invoice with the following columns:

Column	What It Shows
Checkbox	Select the invoice for bulk actions.
Invoice	The invoice number (or ID if no number is assigned). Click to open the invoice details.
Customer	The customer’s avatar, name, and company name or email. Click to go to the customer’s profile.
Created date	The date the invoice was created, formatted as day-month-year (e.g. 01 Jan 2025).
Due Date	The date payment is due.
Payment method	How the customer is expected to pay (Cash, Card, MobilePay, Bank Transfer, Check, or Other).
Amount	The total amount in the invoice’s currency.
Status	A color-coded label: green for Paid, yellow for Open, red for Failed/Uncollectible, or grey for others. If the invoice has been fully refunded, it shows “Refunded”. If partially refunded, it shows “Partial refunded”.

You can click any column header to sort the table by that column. Click again to reverse the sort direction.

5. Use Row Actions

Click the three-dot menu icon on the right side of any invoice row to see available actions:

Action	When It Appears	What It Does
View	Always	Opens the full invoice details screen.
Send invoice	When the invoice is not Voided and not in Inkasso	Sends the invoice (or receipt) to the customer by email.
Send draft	When the invoice is a Draft	Sends the draft to the customer.

6. Use Bulk Actions

Select one or more invoices using the checkboxes, then click the three-dot menu icon in the toolbar (top-right of the filter area). The available bulk actions depend on the statuses of the selected invoices and your user role:

Bulk Action	When It Appears	What It Does
Download all selected invoices	When any action-eligible invoices are selected	Downloads PDF copies of the selected invoices.
Send all selected invoices	All selected invoices are sendable (not Voided, not Inkasso)	Sends each selected invoice to its customer.
Send payment reminders	All selected invoices are reminder-eligible (Open, Uncollectible, Expired, Failed, or Authorized)	Sends a payment reminder email for each selected invoice.
Send all selected to debt collection	All selected invoices are Uncollectible and your plan is above Standard	Forwards the selected invoices to a debt collection agency (Inkasso).
Mark all selected as void	All selected invoices are voidable (not Paid, not Draft; Owners/BoxManagers can also void Inkasso invoices)	Cancels the selected invoices.
Refund all selected invoices	All selected invoices are Paid and you are an Owner or BoxManager	Initiates a refund for each selected invoice.
Export all selected invoices / Export all invoices	Always	Downloads a CSV file of either the selected invoices or all invoices matching the current filters.

7. Navigate Between Pages

At the bottom of the table you will find pagination controls:

Rows per page – Choose how many invoices to show per page (default is 10).
Page arrows – Move forward or backward through pages.
Dense toggle – Switch between a compact (dense) view with smaller row heights and a standard view.

8. Create a New Invoice

Click the + New Invoice button in the top-right corner of the page.
This takes you to the invoice creation screen at /invoices/new.

What Happens Behind the Scenes

You open the Invoice List page
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Page reads filter, sort, and pagination settings from the URL query string
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API call: GET /api/invoices
  params: pageSize, pageNumber, sortBy, direction, statuses,
          startDate, endDate, search
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Server returns invoice data + stats in response headers
  (x-page-stats, x-total-count)
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Redux store updates with invoices[] and stats
  (counts for each status)
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Table renders rows; analytics cards show totals and percentages
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Every time you change a filter, sort, or page:
  - The URL query string updates (so you can bookmark or share the link)
  - A new API call fetches the matching invoices--- Row action: Send invoice ---You click "Send invoice" on a row
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API call: InvoicesService.sendReceipt({ invoiceId })
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Green "Invoice sent!" notification appears--- Row action: Cancel (Void) invoice ---You confirm in the dialog
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API call: OrdersService.remove({ orderId })
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Invoice list is refreshed from the server
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Green "Invoice cancelled!" notification appears--- Row action: Send to debt collection ---You confirm in the dialog
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API call: InvoicesService.sendToDebtCollection({ id })
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Invoice list is refreshed from the server
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Green "Invoice sent to debt collection!" notification appears--- Toolbar: Export ---You click "Export all invoices"
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API call: GET /api/invoices (Accept: text/csv, all matching rows)
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Browser downloads result.csv

Troubleshooting

“I do not see any invoices in the list”

Check which status tab is selected. You might have a specific status tab active that has zero invoices. Click the All tab to see everything.
Check the date filters. If you set a start or end date that excludes all your invoices, the table will be empty. Clear the date filters and try again.
Make sure you have the correct gym/location selected in the global gym selector at the top of the dashboard. Invoices are scoped to the currently selected gym.

“The end date field is highlighted in red”

This means the end date is earlier than the start date. The system does not allow this because it would produce an impossible date range.
Fix it by choosing an end date that is the same as or later than the start date.

“I cannot find a specific invoice by searching”

The search field matches against customer name and invoice number. Make sure you are typing one of those values.
If the invoice was recently created, it may take a moment to appear. Refresh the page.
Try different capitalizations or shorter search terms if you are not getting results.

“I selected invoices but the bulk action I need is not available”

Bulk actions depend on the statuses of all selected invoices. Every selected invoice must qualify for the action. For example, if you select one Paid invoice and one Open invoice, “Refund” will not appear because the Open invoice is not refundable.
Some actions require the Owner or BoxManager role. If you do not have one of these roles, refund and certain void options will not appear.
The Send to debt collection option is only available if your subscription plan is above Standard.

“I clicked Export but nothing downloaded”

Your browser may be blocking the download. Check for a blocked-download notification in your browser’s address bar or download manager.
If you selected specific invoices, the export covers only those. If none were selected, it exports all invoices matching the current filters.
The file is named result.csv. Check your default downloads folder.

“I voided an invoice by mistake”

Voiding an invoice is permanent and cannot be undone from this screen.
Contact your system administrator or support team. A new invoice may need to be created manually to replace the voided one.

“I sent an invoice to debt collection but want to undo it”

Once an invoice is in Inkasso status, it has been forwarded to debt collection. Only users with the Owner or BoxManager role can void an Inkasso invoice from the row actions menu.
If you need to reverse this, ask an Owner to void the invoice, or contact your debt collection provider directly.

“The page loads slowly or shows outdated data”

The invoice list fetches data from the server every time you change a filter, sort column, or page. A slow network connection can delay the results.
Try refreshing the page with your browser’s refresh button.
If the problem persists, check your internet connection or contact your administrator.