Invoicing & Payments
The Invoices page allows Service Providers and Property Managers to generate, send, and manage invoices for completed work under the "Sent Invoices" tab. It also allows Property Managers and Property Owners to review invoices sent to them under the "Received Invoices" tab.
This section covers:
- How to view invoices (Sent and Received)
- Creating invoices with completed tasks
- Managing invoice payments and tracking statuses
📑 Invoices Page Overview
The Invoices page has two primary tabs, available based on the user's role:
| Tab | Visible To | Features |
|---|---|---|
| Sent Invoices | Service Providers & Property Managers (with a company) | Create, view, send, resend, print, delete |
| Received Invoices | Property Owners & Property Managers | View received invoices |
Important:
- 🚨 If a Service Provider or Property Manager does not have an associated company, the following message appears instead of the invoice table:
🚨 "You need to define a company for your user before viewing or creating invoices."
📤 Sent Invoices
The Sent Invoices tab lists all invoices created and sent by your company.
Available Actions:
- ✅ Create Invoice: Generate new invoices for completed tasks.
- ✅ Send Invoice 📩 (from Draft status)
- ✅ Resend Invoice 🔄
- ✅ Print Invoice 🖨
- ✅ Delete Invoice (only if in Draft status)
Invoice Table
- Clickable rows to open detailed views.
- Paginated, sortable, and filterable.
- Shows recipients, status, invoice date, and total amounts clearly.
📥 Received Invoices
The Received Invoices tab displays all invoices sent to you.
Invoice Table:
- Provides details such as sender, memo, status, date, and total amount.
- Allows viewing and printing invoices.
- 🚫 No editing or deleting functionality for received invoices.
🛠️ Permissions & Who Can Invoice
| Role | Can Send Invoices | Allowed Recipients |
|---|---|---|
| Service Providers | ✅ | Property Managers, Property Owners |
| Property Managers | ✅ | Property Owners |
| Property Owners | 🚫 | N/A |
📝 Creating and Sending a New Invoice
Steps to create an invoice:
-
Navigate to the Invoices page and click "New Invoice".
-
Select recipient(s) in the "Bill To" section.
-
Add Line Items:
- Manual Entry: Type in descriptions, amounts, and taxes.
- Task-Based: Select completed tasks from the task dropdown (populated automatically based on the recipient(s)).
-
(Optional) Click "Add all unpaid tasks for recipients" to quickly add all tasks assigned to your company that:
- Are completed.
- Are marked payable by the recipient(s).
- Have not yet been invoiced.
-
Click either "Save as Draft" or "Send Invoice".
✅ Task Selection for Invoices
When adding tasks to an invoice, the tasks shown are automatically filtered:
- Tasks must be completed.
- Tasks must not have been invoiced previously.
- Tasks must be associated with the selected recipient as a payor.
- Tasks must have been assigned to you or someone within your company.
💰 Invoice Status & Available Actions
| Status | Description | Available Actions |
|---|---|---|
| Draft | Invoice created but not yet sent to recipients. | ✅ Edit, Delete, Send, Print/Preview |
| Sent | Invoice sent but payment not yet received. | ✅ Resend, Mark as Paid, Print/Preview |
| Paid | Invoice marked as fully paid. | ✅ Mark as Unpaid, Print/Preview |
🔄 Managing Invoice Payments
Invoices can be managed by:
- Marking invoices as paid/unpaid manually.
- Sending payment reminders.
⚠️ Troubleshooting Common Issues
Issue:
Validation error: "Select a valid task. That choice is not available."
Cause:
Occurs if a task was selected from the UI, but it became invalid by the time of submission (task already invoiced, assigned to another payor, or not assigned to your team).
Solution:
- Refresh the invoice form after selecting recipients to ensure only valid tasks are displayed.
- Confirm that tasks selected are assigned to your team and payable by the selected recipients.
Issue:
"You need to define a company for your user before viewing or creating invoices."
Solution:
- Ensure your user profile is associated with a company before creating invoices. Contact your administrator or define your company via the user settings page.
📚 Next Steps
- Continue to Managing Properties.
- Understand more about Handling Tasks.
🎉 You're all set to create, send, and manage invoices in MintCondition!