Invoice Detail View
What you can review and action from the invoice detail popup, including when it is due, totals, items, related tabs, print, share, and email.
Click an invoice row to open the invoice detail popup. This is the main read screen for an invoice and the place where print, email, edit, and related record navigation all come together.
Top Bar
- Name and status: The customer's initials and name, with the invoice's current status beside them, such as Open or Sent. Underneath is the invoice number, such as Invoice INV-0042, with the business it belongs to when you work in more than one.
- Issued and sent: The line under that says when the invoice was created and, if it has been marked as sent, the sent date as well, such as Issued 01/11/2026 · Sent 02/11/2026.
- Due: The date the invoice should be paid by, such as Due 06/11/2026: the day it was made plus your payment terms from Settings > Accounts & tax, unless it was given its own date. Once that day has passed with the invoice still to be paid, it says how late it is, such as overdue by 3 days. Change it with Edit invoice.
- Opened: Once the customer opens the email with the invoice, Work Planner adds when they first opened it. Emails sent through your own email server don't report this.
- Pin, help and close: At the right of the bar are the pin, the help (?) button, and the buttons to expand the popup and close it.
- On a phone: The invoice opens as a page of its own, with who it's for, its number and its status at the top and its actions as round buttons under them. Its dates are rows at the top of Details, as Created, Sent, Due and Opened.
Side Bar
Down the right of the Details tab is the invoice's side bar. When the window is too narrow for it down the side, it sits under the tabs, at the top of Details.
- Balance due: At the top, what's still to pay on the invoice, with when it's due under it, in red once it's overdue.
- Record payment and Mark as sent: The main buttons, for an invoice that is still owed. See below.
- Email invoice: Opens the invoice email flow. When the customer has no email address, it is greyed out with the reason under it, such as Ann Smith has no email address. Add one to their details to email this invoice. Add an address to their details to email the invoice. When there's no payment to record, such as once the invoice is paid, it's the main button instead.
- Print: Opens the invoice print flow.
- Share: Only in the Work Planner app on a phone or tablet. It opens your device's share options with the invoice PDF, so you can send it by WhatsApp, text, or email, or save it to your files. Sharing doesn't mark the invoice as sent; use Mark as sent once you have sent it.
- Edit invoice: The last of the links. Available when the invoice is still open or sent.
- Void invoice: In red, at the foot of the side bar. See below.
Record Payment, Mark as Sent and Void Invoice
In the side bar, an invoice that is still owed has buttons for what happens to it next: Record payment and Mark as sent under the balance due, and Void invoice at the foot. On a phone they're round buttons, with Void invoice under More.
- Record payment: Opens Record payment for the job on the invoice, ready to pay this invoice what it still owes, for cash or a bank transfer you have received. When the payment could be taken another way too, such as by card or Direct Debit where your business is set up for them, you choose how first, as on Who owes you. See Taking a Payment.
- Mark as sent: For an invoice you have posted or handed over. Emailing it from Work Planner marks it as sent by itself.
- Void invoice: For an invoice that was wrong or isn't wanted. After you confirm, it is kept but marked Cancelled and no longer counts as owed, its charges can go on a new invoice, and any payments on it stay with the job.
Each button only appears for people whose role allows it, and none of them appear once the invoice is paid, settled, written off or cancelled.
Details Tab
- Bill to: Shows the customer name, which opens the customer, the billing address currently attached to the invoice, and its PO number when it has one.
- Totals: Breaks the invoice down into net, VAT, gross, paid, written off, and balance due, with Balance Due in bold. If your business isn't VAT registered, net, VAT and gross are one Total, and the items have an Amount column instead, unless the invoice has VAT on it, such as one made before you stopped being registered.
- Note: Appears when the invoice has an invoice note saved against it.
Items Table
- Job · Description: Shows which job each line came from when there is a linked job, which opens the job, with what the line is for under it.
- Net, VAT and Gross: What each line comes to, or one Amount when your business isn't VAT registered.
- Paid, written off and status: Under each line, what has been paid and written off on it and its balance due, such as Paid £20.00 · Balance due £10.00, with the line's own settlement status, such as open, part paid, written off, or settled. These line-level figures make it easier to see whether the full invoice is clean or one item is carrying the remaining balance.
- Transaction: View opens the linked transaction popup for that invoice item when a ledger row is attached. On a phone, each item is a row of its own, with View Transaction among its actions.
Related Tabs
The popup always starts on Details. If the invoice has a linked customer, a Customer tab appears. If any invoice item is linked to a job, a Job tab appears as well. These tabs reuse the real customer and job detail content, which is helpful when you need context without leaving the invoice popup. They have no side bar: at the foot of the popup, Open customer or Open job opens that record directly, and Edit customer or Edit job edits it.
What This Screen Changes
Simply opening the invoice detail popup does not change anything. The invoice only changes when you use one of the action buttons, such as edit, print, share, email, or a linked flow that updates the underlying customer, job, or transaction data.
Pinning
The pin at the top of the popup, beside the help button, adds this invoice to the Pinned menu at the end of the main menu, so you can open it again from any page. Click it again to unpin it. See Pinned Records.
Related articles
- Editing an Invoice: Use this when the detail view shows something that needs changing, such as the due date.
- Print Flow: Explains what happens when you print or share from this popup.
- Email Flow: Explains how emailing works and what gets attached.
- Invoice Items and Job Linkage: Useful when you need to understand why specific items and job references are present.
- Taking a Payment: Recording a payment against the invoice, and sending the customer a receipt.