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How to find, print or email invoices

Beau O'Hara avatar
Written by Beau O'Hara
Updated over a year ago

Summary

To search for something specific in this list, press CTRL + f (Windows) or Command (⌘) + f (Macintosh) and type in your search. 

Note Many steps guide you to check the select all check box to the left of the Status column header. When you do this the forward/back buttons in the upper right of the browser disappear. To bring them back so you can go to the next page, clear the select all check box.

How to recover deleted Invoices

  • I have an invoice that's not showing under a customer!

  • Why don't I have an invoice for a completed work order?

  • I cannot pull up an invoice for XYZ company, it's showing the work orders but not the invoices!

  • This account was inactive, I activated but it shows the account has unapplied payments of $$$$ and a balance of $$$$!

  • I collected payments and deleted the associated invoices, now there's a credit balance. How do I get the invoices back to balance the account?

  • Please restore Invoice #12345 for Work Order #67890

  • I accidentally completed a Work Order and then changed it back to Scheduled and deleted the Invoice that was generated. Now when I change the Work Order status back to Complete it won't generate a new Invoice.
    ​Note The invoice is generated on the first completion only. Toggling the work order back and forth between scheduled/completed will not generate new invoices.

In all these scenarios the invoice was deleted. Follow these steps to get it back:

  1. Go to Sales > Invoices 

  2. Click Invoices next to the folder in the top-left corner

  3. Click Archived

  4. Filter dates,  customer name, etc.

  5. Find the invoice

  6. Click Bulk Actions 

  7. Click Restore

  8. Repeat steps 5, 6, 7 to restore other invoices

How to print / email all unpaid / overdue invoices at one time

  1. Sales > Invoices

  2. Filter the From and To dates

  3. Filter Status: Unpaid or Overdue

  4. Click Filter

  5. Check the select all box to the left of the Status column header

  6. Click Bulk Print or Send to Customer

  7. Clear the select all box

  8. Click the next page arrow in the upper-right corner

  9. Repeat steps 5-8

How to find and send services performed for one specific customer

This is popular for termite and bed bug treatments.

  1. Sales > Invoices 

  2. Filter Customer name

  3. Filter Service 

  4. Click filter

  5. Check the select all box to the left of the Status column header

  6. Click Bulk Print

How to view Type categories (Service, Material, Other, Fee)

  1. Filter the start/end date, etc., in the left panel.

  2. Click Filter

  3. Click the down arrow to the right of the Create Invoice button

  4. Export the list

  5. Open the CSV file in a spreadsheet program

  6. Column B has the invoice number, column AH has the line item type
    ​

How to send reminder invoices to accounts that haven't paid their first invoice

You can go to the customer's page and email statements from there. If the customer wants to pay from invoices:

  1. Sales > Invoices 

  2. Filter the date range

  3. Filter Status: Unpaid or Overdue

  4. Click Filter

  5. Check the select all box to the left of the Status column header
    or- check the customers who insist on receiving the invoice

  6. Click the Send to Customer button 

How to enter a payment without having to open each customer, find the invoice and apply the payment

  1. Sales > Invoices 

  2. Filter the Customer name

  3. Filter invoice date

  4. Etc.,

  5. Click the down arrow to the right of the Edit button

  6. Click Pay to pay the invoices

How to see accounts with "Credit Card on File" as their terms

  1. Sales > Invoices 

  2. Look in the Billing Terms column

How to send invoices at the end of the day

  1. Sales > Invoices 

  2. Filter the From and To dates to today

  3. Check the select all box to the left of the Status column header

  4. Click the Bulk Send button 

How to send a mass email of invoices to a different contact

  1. Sales > Invoices

  2. Filter the Customer name

  3. Check the select all box to the left of the Status column header

  4. Click the Bulk Print button
    It will create one PDF file with all invoices selected and you can save that to your computer and compose an email outside of Fieldwork (using your regular email) and attach the file that contains the invoices.

QuickBooks, what does update pending mean?

The invoice was edited or a payment was applied, the QB sync status changes to updates pending because they're no longer in sync. To update the invoice:

  1. Sales > Invoices

  2. Filter SYNCED TO QB ONLINE status 

  3. Click Yes (updates pending)

  4. Click Filter

  5. Check the select all box to the left of the Status column header

  6. Click Sync to QB Online

How to send new invoices into QuickBooks

  1. Sales > Invoices

  2. Filter SYNCED TO QB ONLINE status

  3. Click No

  4. Check the select all box to the left of the Status column header

  5. Click Sync to QB online

  6. Clear the select all box to the left of the Status column header

  7. Click the next page button ">" in the upper-right corner

  8. Repeat steps 4 through 7 as needed

  9. Filter SYNCED TO QB ONLINE status

  10. Click Yes (Pending)

  11. Click Filter

  12. Check the select all box to the left of the Status column header

  13. Click Sync to QB online

  14. Clear the select all box to the left of the Status column header

  15. Click the next page button ">" in the upper-right corner

  16. Repeat steps 12 through 15 as needed

How to sync Invoices older than 30 days with QuickBooks

QuickBooks Autosync won't sync anything with a date that is older than 30 days from today.

  1. Sales > Invoices

  2. Filter SYNCED TO QB ONLINE status

  3. Click No

  4. Click Filter

  5. Check the select all box to the left of the Status column header
    or - Select the rows you want to sync 

  6. Click the Sync to QB Online button

How to look up unpaid invoices

  1. Sales > Invoices

  2. Filter Status: Unpaid

  3. Click Filter

How to sort invoices for a customer by service location 

  1. Sales > Invoices

  2. Filter the Customer name

  3. Filter the Service Location

  4. Click Filter 

Filter invoices that were posted at $0.00 because the Work Orders never had a price and they became Invoices

  1. Sales > Invoices

  2. Click the TOTAL column header one time to bring zeroed invoices to the top

How to see Auto Pay Invoices for yesterday

  1. Sales > Invoices

  2. Filter the From and To dates to yesterday

  3. Filter Billing Term: Credit Card - Auto Pay

See if invoices were emailed to customers

  1. Sales > Invoices

  2. Click the EMAILED column to have all the ones that haven't been emailed to the top 

Export invoices to keep as a backup

  1. Sales > Invoices

  2. Click the down arrow next to the Create Invoice button

  3. Click Export

  4. The Invoices list in CSV format will be sent to your email address

  5. Click Export

  6. Open the email and save the CSV file to your backup location.

How to see which accounts have duplicate invoices

  1. Sales > Invoices

  2. Filter the From and To dates 

  3. Click the CUSTOMER column

  4. Look for duplicates 

Print all unpaid invoices on the last day of the month for that month

  1. Sales > Invoices

  2. Filter the From and To dates from 1st to last day of the month

  3. Filter Status: Unpaid

  4. Click Filter

  5. Check the select all box to the left of the Status column header

  6. Click Bulk Print

  7. Change filter Status: Overdue

  8. Click Filter

  9. Check the select all box to the left of the Status column header

  10. click Bulk Print 

What's the quickest way to apply 20 checks to 20 invoices

  1. Sales > Invoices

  2. Filter the Customer name

  3. Click Filter

  4. Click the Edit button to the right of the invoice to pay

  5. Click Add Payment in the bottom right of the invoice

How to get rid of the few cents or dollars we have on some invoices

  1. Sales > Invoices

  2. Click the AMOUNT DUE column header

  3. Click the Next button in the upper right corner until you come to the invoices that meet your criteria

  4. Edit the invoice 

  5. Add a line item of OTHER

  6. Enter a description: Invoice Adjustment

  7. Enter the qty of 1 and the negative amount

  8. Click Save

How to view unpaid invoices for Annual Termite Renewals so you can contact them to pay up and keep their renewal intact

  1. Sales > Invoices

  2. Filter Status: Unpaid

  3. Filter Service Type: annual termite renewal (or however you phrase this service)

  4. Click Filter 

How to get to a specific page in Sales > Invoices

For example, I have 150 pages and I want to be at around page 40. What's the fastest way to get there aside from clicking the next button 40 times.

Copy the following line in your address bar and change the 2 to the number where you'll want or where you think you'll want to be.

https://app.fieldworkhq.com/invoices#page=2

How to see Invoices generated today

  1. Sales > Invoices

  2. Click Invoices in the upper-left corner

  3. Click Today (or this week, or this month)

How to create a report for address labels for certain customers

This request is common for overdue customers. Do a mail merge from the sales invoice list.

Please see our article: Avery labels - print only overdue customers

How to find Invoices that show $0.00

Please see our article: How to find Invoices that show $0.00

Invoices - send email once invoice is paid

Please see our article: Invoices - send email once invoice is paid

How to find Invoice Memo entries

Click the down arrow to the right of Create Invoice
Click Export twice
The CSV file will be emailed to you
Open it in Excel or Google Sheets
Column AF (Notes) is the memo
​
​

Related Articles
Manually letting customers know they're overdue
Invoices - bulk emailing and bulk printing
Invoices - send email once invoice is paid
Invoices - updates pending
Sales > Payments...
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