The Invoice Preview page is where you'll review your invoice and mark it as open when you're ready. The invoice appears in a continuous-scroll format for easy review.

At the top left, the invoice number and associated project name are displayed. Selecting the project name will navigate directly to that project.

Next to it, the invoice status is shown, which can be Draft, Open, Past Due, or Paid.

The More menu provides additional actions, including the ability to duplicate or delete the invoice.

The Preview PDF option allows a view of how the invoice will appear to the client. To see how it will appear to your client—with proper page breaks and formatting—click the 'Preview PDF' button in the top right corner. This PDF preview includes a DRAFT watermark, adding a layer of security to help ensure only finalized invoices are sent to clients.

The 'Preview PDF' button is only available once a layout template has been selected.

If you're not ready to mark the invoice as open, the invoice will automatically save as a draft. You can come back to it when you're ready by navigating to the Invoices page.

While the invoice is in draft status, the Open and Send option is available. Once marked as open, the invoice becomes locked and can no longer be edited.

After marking as open and in step 2 of 2, if you click Skip, the invoice will be marked as open without being sent to the client.

🚨Note: Invoices are sent to client contacts. You can add new client contacts through the Contacts Directory.

Additionally, you can include a custom email message in the invoice's email body by clicking on +Add optional note (text only, maximum 500 characters and no links or email addresses can be displayed in the note box) Subsequent email messages will default to the last note used.

For the project's first invoice, the Send to email address defaults to the primary client's billing email.
​
After sending the initial invoice, if you need to send it to a different email address, you will need to manually select a different contact in the "Send invoice to client" step. All other invoices after that will pull the Send to email(s) from the prior invoice.

Located on the left menu. There is the Reminder option. Toggle this on to send unpaid invoice reminders to your clients. Once enabled, you can choose how many days before and/or after the due date the reminders should be sent. You can also select the option to send a reminder on the due date.

The contacts listed here are the ones who will receive the reminders. Editing these contacts will update your invoice recipient list.

🚨 Remember, all your recipients must be added to your Clients contact directory first. Add as many as you need. Learn more about how to do it here.

The invoice can be sent directly to QBO from the Preview page. As a best practice, we recommend reviewing and confirming that all invoice information is accurate before sending it to QBO and before marking the invoice as Open.

Once the invoice is marked as Open, simply click the “Send to QuickBooks Online” button.

Ensure the client is synced to QBO first; otherwise, the system will display a warning indicating that no destination has been selected.

You can learn more about syncing clients here.

The Share options let you review and download your invoice before sending it.

The Activity Log provides a step-by-step record of an invoice’s journey from creation to completion. The activity is shown in chronological order, with the earliest actions at the bottom and the most recent updates at the top. This timeline helps you easily track the full history and status of each invoice at a glance. It displays detailed information, including:

Once an invoice is sent, the Activity List updates with the date, time, and recipient email address. A confirmation message will also appear to indicate successful delivery. Team members can also add internal comments and tag others for collaboration.

Once an invoice is sent, the Activity list section will update to show the date, time, and the email address it was delivered to. A confirmation pop-up will also appear, letting the team know the invoice was successfully sent.

Adding comments directly on invoices helps keep the team aligned and supports internal workflows. Specific team members can be tagged, automatically triggering a notification to alert them that they’ve been mentioned. This ensures that important notes or action items reach the right person quickly, enabling timely reviews and follow-ups.

To add a comment, simply type in the comment box under the 'Activity List' on the bottom left of the invoice preview and select 'Add' to save it. To edit or delete a comment, hover over the three-dot menu next to it.

If you need to mention a team member, just type @ followed by their name to tag them.

💡 Only team members with the “View invoices and consultant bills” permission enabled can be mentioned and/or add a comment.

After you've created the invoice, review it for accuracy before clicking 'Open and Send' to finalize it. After it's marked as Open, follow the steps below to send the request to the client.

If the Stripe integration is enabled, before sending your invoice to clients, you can choose how you would like the invoice to be paid if you are using the Online Payments options. Once an option is selected, the option to pass the convenience fee to the client will appear.

After you choose how you would like the invoice to be paid and confirm that it is accurate and ready to share, click Save to proceed to Open and Send.

Continue reading to learn more about the Project Financials and Unbilled Report so you can better track project performance, monitor outstanding work, and ensure your invoicing remains accurate and up to date.