Invoice Library
Use the Financials invoice list to search, filter, sort, review queues, open invoice details, and start new invoice drafts.
Overview
The invoice library lives at Financials > Invoices. It is the table workspace for finding invoices and credit notes, review queues, payment states, overdue invoices, and new invoice drafts.
The list includes search, issue-date filters, status filters, document type filters, due-state filters, review filters, delivery filters, sorting, pagination, empty states, row links to invoice details, and a New invoice action.
Opening the Library
- Click Financials in the sidebar
- Open Invoices
- Review the invoice table or click New invoice when you need to create a draft
The Financials area is available when your account has the Billing Module and your role includes invoice viewing access.
Finding Invoices
Use the table controls to narrow the view:
- Search - Find invoices by invoice number, client, talent, booking, or related invoice text
- Issued from / Issued through - Limit the table by issue date
- Sort - Sort by newest, oldest, due date, invoice number, client name, or highest total
- Status icons - Filter by draft, created, issued, partially paid, paid, or void
- Document icons - Show only invoices or only credit notes
- Due icons - Find overdue issued or partially paid invoices, or invoices due in the next 7 days
- Review icons - Find pending review, approved, or changes requested drafts
- Advanced filters - Open named filter cards with counts and descriptions
- Pagination - Move through larger invoice sets
When no invoices match the current view, clear filters or start a new invoice from the same page.
By default, credit notes are nested under their source invoice so the invoice family is visible together. Filtering directly to credit notes, searching for a credit-note number, or applying advanced filters can show credit notes as their own rows. Credit-note rows do not show due-date, paid, or amount-due values because those payment concepts belong to the source invoice.
Booking-Scoped Results
Billing Board cards can open the invoice library already filtered to the related booking. This view shows all invoices and credit notes linked to that booking, so you can review separate talent invoices or related documents together.
Use Clear filters when you want to return to the full invoice library.
Advanced Filters
Open Advanced filters when the toolbar icons need more context. The dialog includes:
| Filter group | Options |
|---|---|
| Status | Draft, created, issued, partially paid, paid, void |
| Document type | Invoices, credit notes |
| Due date | Overdue, due in next 7 days |
| Review | Not submitted, pending review, approved, changes requested |
| Ownership | Created by me |
Each option shows a count for the current account. Use Clear to remove advanced filters, then Done to close the dialog.
Table Columns
The table summarizes the information needed to identify an invoice before opening the detail view:
- Invoice identity and document type
- Client
- Talent
- Booking context when available
- Issue date
- Due date
- Status
- Review state for active draft reviews
- Total amount
Select an invoice row to open its detail page at /home/:account/financials/invoices/:id.
Review Queues
Use review filters to find internal review work:
| Filter | Use it to find |
|---|---|
| Not submitted | Drafts that have not entered review yet |
| Pending review | Drafts waiting for someone with invoice management access to approve, request changes, generate, or send |
| Approved | Drafts that have been reviewed and are ready for delivery |
| Changes requested | Drafts that need edits before they can move forward |
Review indicators appear only for draft invoices. After an invoice is created or issued, review decisions remain available in the invoice activity history.
Opening Invoice Details
Invoice detail pages include invoice summary information, the live preview, related talent and booking context, client and contact snapshots, line items, payments, generated PDF status, current review state, delivery state, and activity history.
Use the invoice row action menu or detail page to edit drafts, submit for review, approve or request changes, generate invoices or credit notes, send or resend document email, mark manual delivery, record payments, void unpaid invoices, create credit notes, duplicate booking invoices, download stored PDFs, and open activity when your role allows it.
Source invoice detail pages show linked credit notes with their own status, delivery state, credit amount, and document links. The original invoice PDF remains unchanged when a credit note is added.
For booking-linked invoices, Financials keeps the Booking Board's Billing and Paid outcomes in sync with invoice delivery and full payment. Created invoices do not count as receivables until they are sent through NowRep or marked sent manually.
Starting New Drafts
Users with invoice creation access see New invoice in Financials > Invoices. This opens the invoice editor so you can link records, add line items, review the preview, and save the invoice as a draft.
You can also start an invoice from a talent library card action menu, a talent profile action menu, an eligible booking-board talent card, or an eligible event detail dialog talent row.
Permissions
Invoice library access depends on account features and role permissions:
| Requirement | What it controls |
|---|---|
| Billing Module | Shows the Financials invoicing area for the account |
| invoices.read | Allows the user to open Financials and invoice details |
| invoices.create | Shows draft creation, draft editing, review submission, and duplication |
| invoices.manage | Allows approval, change requests, sending, payments, voids, and credits |
If you can open Financials but do not see New invoice, your role may have invoice viewing access without invoice creation access.
Related Pages
- Invoicing Overview - Current invoicing capabilities
- Creating Invoices - Fill out and save invoice drafts
- Invoice Detail Workspace - Review saved invoices and related records
- Review Workflow - Submit drafts, approve, request changes, and send
- Invoice Actions - Payments, voids, credit notes, duplicate invoices, and PDFs