Invoice Actions
Use invoice detail actions to generate invoices, send or resend invoice email, record manual delivery, record payments, void unpaid invoices, create credit notes, duplicate booking invoices, download PDFs, and view activity.
Overview
Invoice actions live on the invoice detail page under Actions. The menu changes based on invoice status, document type, payment state, related booking data, and your permissions.
Draft Actions
Draft invoices can show these actions:
| Action | Use it to |
|---|---|
| Edit draft | Reopen the invoice editor and update unsent invoice details |
| Submit for review | Move the draft into the internal review queue |
| Approve review | Mark a pending-review draft as ready to send |
| Request changes | Return a pending-review draft with feedback |
| Generate Invoice | Create the official invoice PDF and move the invoice to created without sending email |
| Send Invoice | Compose client email, attach the official invoice PDF, include a secure link, and issue it |
Draft actions depend on invoices.create and invoices.manage permissions.
For booking-linked invoices, Send Invoice or Mark as Sent makes the invoice receivable and moves the linked talent to Billing. Zero-total invoices are already settled when delivered, so their linked talent can move directly to Paid.
Payment, Void, and Credit Note Actions
Generated and issued invoices can show these management actions:
| Action | When it appears | What it does |
|---|---|---|
| Record payment | Issued invoice with an outstanding balance | Adds a payment ledger entry with amount, paid date, method, reference, and notes |
| Void invoice | Created or issued invoice with no recorded payments | Marks the invoice void after you enter a reason |
| Create credit note | Issued invoice with at least one recorded payment and remaining safe credit capacity | Creates a draft credit note for a selected amount up to the remaining safe credit balance |
Payments cannot exceed the outstanding balance. Credit-note drafts cannot exceed the remaining safe credit balance after recorded payments and active draft, created, or issued credit notes; larger corrections belong to a future refund or account-credit workflow. The safe credit balance is a correction guardrail, not a payment balance, and credit notes are not recorded as cash payments. Credit notes start as drafts, can be edited before generation, and then follow their own PDF generation and delivery workflow.
If a client pays outside NowRep, use Record payment to keep the invoice balance current. Partial payment updates the invoice and the Booking Board talent payment badge; it does not create a separate Booking Board booking status.
When a booking-linked invoice is fully paid, the linked talent moves to Paid on the Booking Board. The booking stays in Billing until all active linked talent obligations are fully paid.
Duplicating for Remaining Booking Talents
Booking-sourced invoices can show Duplicate Invoice. Use it when one booking has multiple eligible talents and you want to create draft invoices for the remaining confirmed talents on that booking.
The duplicate dialog lists remaining eligible talents on the same booking. Select the talents that need invoices, then create the drafts. Talents that already have invoice records are skipped.
Duplicate invoices start as drafts. Review each draft before sending because copied line items and client details may still need adjustments.
PDF Actions
While creating or editing a draft, use the live preview for normal editing checks. Generate a PDF preview when you need to review the actual PDF output before finalizing and sending. Editable-state PDF previews are marked DRAFT / NOT ISSUED.
When you choose Generate Invoice or Generate Credit Note, NowRep asks you to confirm PDF generation with the saved preview. Confirming creates the official PDF, stores it with the document, and moves it to Created. No client email is sent from this action, and an invoice does not count as receivable yet. Credit notes are correction documents, not payment documents, so their detail pages show credit/correction context instead of payment progress.
After the official PDF exists, the detail page shows generated PDF status. If a stored PDF is available, use Download PDF or Open stored PDF from the detail page to access that file. Managers can use Send Invoice, Send Credit Note, or the matching resend action from the detail actions. Email delivery attaches the official stored PDF, includes a secure 14-day view/download link, and moves the document to Issued after a successful send. Use Mark as Sent only when you delivered the PDF outside NowRep; it records manual delivery and sends no email. Opening, downloading, or printing from the PDF viewer does not send, resend, or finalize the document again.
Activity
Use View activity to open the invoice history. Activity helps track review decisions, PDF generation, email delivery, manual delivery, payment recording, voids, credit notes, duplicate actions, and other important changes.
When Actions Are Disabled
Actions can be hidden or disabled when:
- Your role does not include the required permission
- The account does not have the Billing Module
- The invoice is no longer in the right status
- A payment already exists, blocking void
- No payment exists yet, blocking credit-note creation
- The remaining safe credit balance is zero, blocking another credit note
- The invoice is not linked to a booking, blocking duplicate-for-remaining-talents
- There are no remaining eligible talents to duplicate
- The related booking no longer has an eligible talent selected for the invoice
Related Pages
- Invoice Detail Workspace - Where invoice actions appear
- Review Workflow - Submit, approve, request changes, and send
- Invoice Library - Find invoices by status, review state, due state, or document type