Features Below Available To: ✅ Grow Plan ✅ Track Plan ❌ Free Plan
Why Can't I Edit My Invoice After Marking It Open?
Once an invoice is marked as "Open," it becomes locked to ensure the integrity of the record matches exactly what was sent to your client. This measure prevents discrepancies between your system and what the client has received.
If you need to modify information on an Open invoice, you can duplicate the invoice by creating a new copy with the correct details. Afterward, delete the original invoice from both Monograph and your accounting system (if it was synced or sent). This process ensures that your records stay accurate and consistent across all systems.
I Forgot to Add an Expense to Last Month's Invoice, and It’s Not Showing Up to Add This Month. How Do I Fix This?
Expenses only appear if they were logged within the "Services Through" dates on the invoice. To include an expense outside this timeframe, adjust the "Services Through" dates on the Expense section located in Money tab. This will temporarily update the invoice's dates, but you can revert them after adding the expense to ensure the correct billing period is reflected.
Why Can’t I Edit My Project After Creating an Open Invoice?
Once an invoice is opened for a project, any applicable Fixed Phases in the Project Planner are locked. This prevents changes to the budget or deletion of those phases, ensuring that past invoices referencing them remain accurate and consistent.
Can I Change the "Paid Date"?
Yes, you can. When adding a payment, you can select the date the invoice was paid, whether it’s a partial or full payment. To change an existing "Paid Date," go to Invoices & Bills, then the Invoices tab. Locate the invoice, click the three-dot icon in the far-right column, and select Edit Payment Date.
Can I Send Invoice Reminders to My Clients?
Yes! You can set up automated email reminders or can send reminders manually. Learn more about invoice reminders here.
How Are My Invoice Numbers Populating?
When you create a new invoice, the system ensures each invoice number is unique and automatically increments numbers within a project. For example, if your last invoice for the "Big House" project was BH-001, the next will default to BH-002. To follow best practices, it’s recommended to include a project identifier in your invoice numbers.
How Do I Invoice by Activity?
Invoicing by Activity is no longer supported in our current invoicing layout. However, if you are already invoicing a project by Activity, you can continue using this method to wrap up that project until it is complete.
Why Doesn’t the Total Update When I Toggle 'Show Outstanding Invoices' On?
The total on the current invoice doesn’t update to include outstanding balances in order to keep accounting records consistent. For example, if you have two previous outstanding invoices and are now working on a current invoice, those past invoices—including their names, amounts, due dates, and past-due info—remain in your ledger.
If the current invoice included those totals, it would affect the status of the previous invoices. They would continue to show as past due unless deleted, but deleting them would also remove the record of their late status, which is crucial for tracking cash flow and managing the client relationship. This is especially important if you charge interest on overdue invoices, as you’d lose the record of past due periods.
To manage this, the "Show Outstanding Invoices" option allows you to view those past invoices separately. You can upload them as attachments to the current invoice and use the note field to inform the client, for example, "Previous outstanding invoices are attached, and the total outstanding balance is below."
Additionally, if the grand total due for all invoices was added to the current invoice, it would not include the detailed breakdown of services from previous invoices, which is important for clarity and accurate record-keeping.
The recommended approach is to preserve the integrity of each individual invoice to maintain accurate and transparent accounting records. However, if you prefer to show a consolidated total for all invoices, you would need to create a new invoice and delete the previous ones. In essence, the key is to ensure your accounting records remain accurate, organized, and transparent, reflecting the true financial history of your transactions.
If I Need to Void an Invoice, Is My Client Notified?
Monograph doesn't currently have a specific feature to void an invoice. If you delete the invoice to "void" it, your client will not be automatically notified. You will need to contact them directly to inform them of the change.
Where can I find the invoice overview in the updated interface?
The invoice overview can now be found under the "Money" tab on the left-hand navigation. Please ensure you update any references to its previous location.
What changes have been made to the terms "Total Due" and "Grand Total Due"?
"Total Due" and "Grand Total Due" have been updated to "Invoice Total." Please update any references to these terms in your documentation.
There’s a faded “Draft” watermark on all invoices unless they’re marked as Open. Is there a way to remove the watermark without changing the invoice status?
Currently, it is not possible to remove the "Draft" watermark. This is in place for security reasons—to help ensure that only finalized invoices are sent to clients. Marking the invoice as Open confirms that it’s ready to be shared, and removes the watermark automatically.