The Invoices page is designed to be your one-stop-shop for accessing and actioning your Invoices. It includes columns, such as Invoice Status, Visit Stage and Invoice Age. It also includes extensive filtering for you to access Open, Paid, AutoPay, Progress Billing Invoices, and more!
In this article:
Quick Filter Tiles: Unpaid, Paid, All & Totals
Narrow down the Invoices page to see only unpaid or paid or both unpaid & paid Jobs. Under each tile, see total in dollar amount.
Unpaid tile shows the outstanding balance still owed (Open)
Paid tile only includes invoices that are fully paid, so partially paid invoices are not represented there the way people often expect (Paid)
All tile shows the total invoice value of all invoices
⚠️ Because partially paid invoices are counted differently, Unpaid and Paid may not always add up to All.
Navigation & Filters
To view all Invoices, navigate to: Invoices, located on the left side of your screen. All Invoices can be found on this page.
Utilize the Filters. Select one or multiple filters and click Done to apply filters to the Invoices page. Click Clear Filters to reset back to default Invoices page.
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Visit Stage | Select one or more Visit stage(s): Active, Completed, Approved (see more below) |
Operation | Select one or more Operation type |
Client | Type in Client name |
Sales Rep | Select one or more Sales Rep(s) |
Deposits | Select one or more deposit status on a Job: |
Invoice Type | Select one or more Invoice Type(s): Per Visit, Fixed, Combined Bill (CMB), RUP, Progress, $0 |
Invoice Status | Not Sent, Sent, Viewed (see more below) |
Invoice Age | Select a date range (see more below) |
Columns Display
Click Columns and select one or multiple column types to display.
To remove columns from display - from the dropdown list, click on the column name, when white, column is no longer shown in report.
Rearrange columns by clicking and holding the column header, move to the left or right and drop.
Sort rows by clicking the up & down sort arrows icon, click once to sort from low to high, and again to sort from high to low.
Click the Save for All Users button to save columns and rows for all Users associated to this account.
Actions Column
Email Invoice to Client | |
Process a payment, apply a deposit or view invoice page | |
View & copy public document links |
Invoice Status Column
The Invoice Status is designed to help you understand critical information about individual Invoices in seconds. This allows you to action your Invoices quicker than ever.
💡 You can also filter the Invoice page by Invoice Status.
Status | Image | Description |
Not Sent | Not Sent = The Invoice is not sent via email, or not marked as Sent. | |
Sent | Sent = The Invoice is sent via email, or marked as Sent. Time stamp = x days ago | |
Viewed | Viewed = The invoice is sent and viewed.
If the client only opens the attached PDF and never clicks the View Invoice link, it will not show as Viewed. Time stamp = Viewed x days ago | |
Pending | Pending = A payment is processing but not applied. This is a temporary state that lasts less than a minute to prevent clients from double paying an Invoice. Time stamp = Attempted payment x days ago
It should resolve to Paid or Failed within about a minute. If an Invoice stays in Pending much longer, contact SingleOps Support rather than re-attempting the charge. | |
Failed | Failed = The "Card on File" (Autopay) payment did not process. (for example, the card was declined or is no longer active) The success state for a Card on File payment is Paid. Time stamp = Attempted payment x days ago | |
Paid | Paid = Once the Invoice Balance is zero Time stamp = Paid x days ago |
Communication History & Comments
Communication History
On the Invoices page, under each Clients' name in the Client column, you will find Communication History. Clicking this will open up and display ALL SingleOps-logged communications with that Client.
Communication History Comments
Add and view comments with Communication History. Comments will only appear here or on the Client's profile in SingleOps under the Comments tab. The comments are only seen internally, and will not show on customer facing documents. Delete and edit comments by clicking the 3 dots next to the comment or from the Client's profile.
Last Communication Column
The Last Communication column provides quick context into the last touchpoint you had with the client (not specific to invoices), such as, communication type and amount of days ago. This is helpful when it comes to determining if it is too soon to reach out to the client again or if it’s time to reach back out.
Invoice Age Column
The Invoice Age column will tell you how many days your Invoice is past due, as set by your Invoice Terms (e.g., Net 15, 20).
Invoice Age Example Image | Description |
Invoice Date + Invoice Terms = Due Date | |
Invoice Age = # of days past Due Date | |
From before the Due Date up to the Due Date, "Current" will display. | |
When Invoice Date = does not exist
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Visit Stage Column
The Visit Stage is meant to help larger businesses understand when it is time to send the Invoice to the Client. It also gives insight into when Invoices sync to QuickBooks
⚠️ Fixed, RUP, and Combined billing invoices are not tied to a Visit, so they do not carry a Visit Stage. To narrow the Invoices page to—or exclude—these invoice types, use the Invoice Type filter rather than the Visit Stage filter.
Status | Image | Description |
On Hold | On Hold= When a Client is marked as On Hold, this status cascades into Jobs, Visits and Invoices. | |
Scheduled | Scheduled= A Visit is on the Calendar. The time stamp reflects the date in which the Visit is scheduled for. | |
Completed | Completed= A Visit is marked as Completed. | |
Approved | Approved= A Visit is marked as Approved. | |
(Blank) | (Blank)= Relevant to RUP, CMB, and Fixed Invoice types - these Invoices Types are unable to carry a Visit stage. |
Synced to QuickBooks Column
The Synced to QuickBooks column on the Invoices page is designed to keep users aware of the sync status of individual invoices. This column is hidden by default and will only show when your account is synced to QuickBooks Online or QuickBooks Desktop.
Symbol | Status |
Invoice has synced to QuickBooks. | |
Invoice has NOT synced to QuickBooks. |
For details on when and how invoices sync, see Syncing Between SingleOps & QuickBooks and the QuickBooks Settings Page.
There is an option to attempt a manual sync of the invoice from the invoice itself. To do so, select either the magnifying glass or the pop-out option
and from the invoice, select the green Sync to QuickBooks option
Refresh your Invoice Report and If the invoice continues to show NOT synced - please check your QuickBooks Sync Report in SingleOps to investigate the error.
Invoice Dates & QuickBooks Syncing by Job Type
The table below displays Invoice Date and Syncing by Job Type. Also included is the Account Setting associated to each date, you can make these changes by going to Setup > Account Settings > Search Account Settings and searching the account setting provided in the table below. *The Invoice page can be filtered by Invoice Type.
Job Type | When is an Invoice Generated? | Invoice Date | Synced to QuickBooks |
| Invoices generate as soon as the proposal is accepted and the job moves to the Active stage.
Note: This does not mean your client has access to the invoice, only that it's available. | Defaults to the Work Start date. If the job is never scheduled, it will default to the Invoice Sent date. | When Job/Visit stage is changed to Approved |
| Invoices generate on their scheduled date regardless of whether the work has been completed. | Determined by ‘Invoice Frequency’ selection on your Job.
Note: If you are using a CMB on your job, then it will be determined by the CMBs Invoice Frequency | Upon creation of Invoice |
| Ad hoc from Client page | Determined by the User upon creation | Upon creation of Invoice |
Invoice Due Dates
Navigate to: Invoices > click either
to view.
Invoice Due Dates | The 'Due Date' will calculate as the Invoice date plus selected Terms. | For example, Net 30 means that if a Job has an Invoice date of April 1, the 'Due Date' will be May 1. |
Restore a Deleted (Archived) Invoice
If an Invoice has been deleted, an Account Owner that is also an Admin can now restore it themselves directly in SingleOps — no need to contact Support!
To restore an Invoice, navigate to the Archived Invoices Report and use the Restore action:
Go to Reports > Sales and Payments > Archived Invoices Report
Locate the Invoice you'd like to restore
Click the Restore action
⚠️ This action is only available to Users who are both an Admin AND listed as an Account Owner.