Invoices List
How the invoice list works, what its default filters show, when each invoice is due and which are overdue, and emailing or printing several at once.
Open Accounts > Invoices when you need to see what has been raised, what is still open, and what can be acted on next. The list is built for day-to-day invoice management, so it combines search, quick filtering, summary figures, row-level review, and fast access into the invoice popup.
What You See First
- Default status view: On the main invoices screen, Work Planner starts by showing Open and Sent invoices. That keeps the list focused on invoices that still usually need attention.
- Embedded views: When the same list is opened inside a fixed customer or fixed job context, the default status changes to all statuses because you are already looking at a narrower slice of data.
- Invoice summary: The summary above the table shows total value, total paid, and the count of invoices in each status so you can read the shape of the list before opening anything. Overdue, beside the totals, is what's still to pay on the invoices past their due date. It is open when you arrive. Hide invoice summary folds it away, and the page remembers your choice on that device.
Search and Filters
- Search invoices: Searches invoice reference, PO number, note, and customer details. It is the quickest way to find a known invoice without changing the rest of the filters.
- Status: Switch this when you want only one status, all statuses, or the default open-and-sent view. The status filter changes both the table and the summary cards.
- Overdue: A choice under Status that shows only the invoices still to be paid whose due date has passed, whether they are open, sending, sent or failed to send. On Accounts Home, a thing to do such as 3 invoices are overdue opens the list on it.
- Business: Use this if your login can access more than one business. The list, summary figures, and delete availability all update to that business scope.
- The Filters button: Status and Business are behind the funnel button beside the search, with the number you've changed in a circle on its corner. It slides them out from the right, and each applies as soon as you change it. Each one you've changed shows as a chip beside the search, such as Status: Paid, with an × that puts it back. On a phone, the filter button opens the Filter Invoices popup instead, where you choose them and tap Apply.
- Clear all: At the foot of the Filters panel. Returns the screen to its default status view and clears the business filter. Show 12 invoices, beside it, closes the panel. On a phone, Clear Filters in the popup does the same.
Columns in the Table
- Tick boxes: The first column, for choosing invoices to email or print together. See below.
- Reference: The invoice number Work Planner generated or imported for the invoice.
- Customer: Shows the customer name and address so you can spot the right invoice even when references are similar.
- Status: Uses coloured badges for quick scanning.
- Total: Shows the gross invoice total and, when the invoice is still open or sent, the outstanding amount beside it. Sorting by Total puts the invoices in order of what each comes to.
- Created: The date the invoice record was created in Work Planner.
- Due: The date the invoice should be paid by: the day it was made plus your payment terms, unless it was given a date of its own. Once that day has passed with the invoice still to be paid, how late it is shows underneath in red, such as Overdue by 12 days.
Your payment terms are set under Invoices in Settings > Accounts & tax. Invoices made before there were payment terms are due 14 days after the day they were made.
Opening and Acting on a Row
- Click the row: Opens the invoice detail popup.
- Delete icon: Only open invoices can be deleted. If the invoice is in any other status, the delete button stays disabled and explains why.
- New Invoice: Opens the create invoice popup. If you opened the list from a customer or job context, that context is carried into the create popup for you.
Emailing or Printing Several Invoices
Tick the invoices you want, or tick the box at the top of the column to choose every invoice on the page. Buttons for them appear above the table, saying how many you've ticked:
- Email 3 invoices: Opens the Message Customers Popup as Email invoices, on your Invoice email. Each invoice is emailed to its own customer with that invoice attached as a PDF, so a customer with two invoices ticked gets two emails. Up to 25 from one business can go at once: with more ticked, or invoices from more than one business, the button is greyed out and the list says why, such as Email up to 25 invoices at a time. Each shows as Sending until its email has gone, then Sent. The button shows if your role has Send under Invoices and Email under Communication, as owners, admins and members do unless their role has been changed. See Editing a Role.
- Print 3 invoices: Makes one PDF of them all, in the order the list shows them, ready to print or save, up to 100 at a time. As with printing one, it doesn't mark them as sent.
With one ticked, the buttons read Email invoice and Print invoice. The ticks are for the page you're on: going to another page, or changing the search or filters, clears those no longer shown.
Exporting the List
Export CSV, above the table, downloads every invoice the search and filters find as a spreadsheet, not just the page on screen, oldest first. It follows the status you've chosen, so with the list as it starts it has the open and sent invoices, and on a customer's or job's Invoices tab it has just theirs. Each row has:
- Who it's for: The invoice reference, the customer's reference and the customer's name, or their company name if they have one.
- Status and dates: The status, the date the invoice was created, the date it was sent and, under Due, the date it should be paid by.
- Amounts: The net amount, VAT and total, what's been paid, what's been written off, and in Outstanding what's still owed.
- PO Number: The customer's purchase order number, if the invoice has one.
When you're looking at more than one business, the first column, Business, says which business each invoice belongs to. The button shows if your role has Export Reports and Lists under Reports, as owners, admins and the ready-made Accountant role do. See Editing a Role. With more than one business chosen, only those where you can export are in it. It isn't in the iPhone and Android apps, which can't save a download: export from Work Planner in a web browser.
What Changes Elsewhere
The invoices list itself does not change data until you create, edit, print, email, or delete an invoice. Filters only change what you can see. The important downstream effect is that this screen helps you separate invoices that still need chasing from invoices that are already paid, written off, settled, or cancelled.
When Someone Else Makes a Change
The list keeps itself up to date. When someone else in your business adds or changes an invoice, or you do on another device, the list shows it within a few seconds without you reloading the page. It waits while you have a popup open, then catches up, and it keeps your filters, sort and page.
Related articles
- Creating an Invoice: Opens the next step when you need to raise a new invoice from charge rows.
- Invoice Detail View: Shows what you can inspect and action after opening a row.
- Delete Confirmation Popup: Explains the delete rules and what Work Planner removes when deletion is allowed.
- Accounts Home: Step back here when you want the wider finance picture around the same invoices.
- Message Customers Popup: Emailing the invoices you've ticked, each to its own customer.
- Print Flow: Printing one invoice, or several at once.
- Accounts and Tax Settings: Your payment terms, which give each new invoice its due date.