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:
Go to Sales > Invoices
Click Invoices next to the folder in the top-left corner
Click Archived
Filter dates, customer name, etc.
Find the invoice
Click Bulk Actions
Click Restore
Repeat steps 5, 6, 7 to restore other invoices
How to print / email all unpaid / overdue invoices at one time
Filter the From and To dates
Filter Status: Unpaid or Overdue
Click Filter
Check the select all box to the left of the Status column header
Click Bulk Print or Send to Customer
Clear the select all box
Click the next page arrow in the upper-right corner
Repeat steps 5-8
How to find and send services performed for one specific customer
This is popular for termite and bed bug treatments.
Filter Customer name
Filter Service
Click filter
Check the select all box to the left of the Status column header
Click Bulk Print
How to view Type categories (Service, Material, Other, Fee)
Filter the start/end date, etc., in the left panel.
Click Filter
Click the down arrow to the right of the Create Invoice button
Export the list
Open the CSV file in a spreadsheet program
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:
Filter the date range
Filter Status: Unpaid or Overdue
Click Filter
Check the select all box to the left of the Status column header
or- check the customers who insist on receiving the invoiceClick the Send to Customer button
How to enter a payment without having to open each customer, find the invoice and apply the payment
Filter the Customer name
Filter invoice date
Etc.,
Click the down arrow to the right of the Edit button
Click Pay to pay the invoices
How to see accounts with "Credit Card on File" as their terms
Look in the Billing Terms column
How to send invoices at the end of the day
Filter the From and To dates to today
Check the select all box to the left of the Status column header
Click the Bulk Send button
How to send a mass email of invoices to a different contact
Filter the Customer name
Check the select all box to the left of the Status column header
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:
Filter SYNCED TO QB ONLINE status
Click Yes (updates pending)
Click Filter
Check the select all box to the left of the Status column header
Click Sync to QB Online
How to send new invoices into QuickBooks
Filter SYNCED TO QB ONLINE status
Click No
Check the select all box to the left of the Status column header
Click Sync to QB online
Clear the select all box to the left of the Status column header
Click the next page button ">" in the upper-right corner
Repeat steps 4 through 7 as needed
Filter SYNCED TO QB ONLINE status
Click Yes (Pending)
Click Filter
Check the select all box to the left of the Status column header
Click Sync to QB online
Clear the select all box to the left of the Status column header
Click the next page button ">" in the upper-right corner
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.
Filter SYNCED TO QB ONLINE status
Click No
Click Filter
Check the select all box to the left of the Status column header
or - Select the rows you want to syncClick the Sync to QB Online button
How to look up unpaid invoices
Filter Status: Unpaid
Click Filter
How to sort invoices for a customer by service location
Filter the Customer name
Filter the Service Location
Click Filter
Filter invoices that were posted at $0.00 because the Work Orders never had a price and they became Invoices
Click the TOTAL column header one time to bring zeroed invoices to the top
How to see Auto Pay Invoices for yesterday
Filter the From and To dates to yesterday
Filter Billing Term: Credit Card - Auto Pay
See if invoices were emailed to customers
Click the EMAILED column to have all the ones that haven't been emailed to the top
Export invoices to keep as a backup
Click the down arrow next to the Create Invoice button
Click Export
The Invoices list in CSV format will be sent to your email address
Click Export
Open the email and save the CSV file to your backup location.
How to see which accounts have duplicate invoices
Filter the From and To dates
Click the CUSTOMER column
Look for duplicates
Print all unpaid invoices on the last day of the month for that month
Filter the From and To dates from 1st to last day of the month
Filter Status: Unpaid
Click Filter
Check the select all box to the left of the Status column header
Click Bulk Print
Change filter Status: Overdue
Click Filter
Check the select all box to the left of the Status column header
click Bulk Print
What's the quickest way to apply 20 checks to 20 invoices
Filter the Customer name
Click Filter
Click the Edit button to the right of the invoice to pay
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
Click the AMOUNT DUE column header
Click the Next button in the upper right corner until you come to the invoices that meet your criteria
Edit the invoice
Add a line item of OTHER
Enter a description: Invoice Adjustment
Enter the qty of 1 and the negative amount
Click Save
How to view unpaid invoices for Annual Termite Renewals so you can contact them to pay up and keep their renewal intact
Filter Status: Unpaid
Filter Service Type: annual termite renewal (or however you phrase this service)
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.
How to see Invoices generated today
Click Invoices in the upper-left corner
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