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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
  • Voiding sent invoices and rebilling tasks

📑 Invoices Page Overview​

The Invoices page has two primary tabs, available based on the user's role:

TabVisible ToFeatures
Sent InvoicesService Providers & Property Managers (with a company)Create, view, send, resend, void, print, delete
Received InvoicesProperty Owners & Property ManagersView 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 🔄
  • ✅ Void Invoice (only when invoice is Sent and not already voided)
  • ✅ 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​

RoleCan Send InvoicesAllowed 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:​

  1. Navigate to the Invoices page and click "New Invoice".
  2. Select recipient(s) in the "Bill To" section.
  3. Add Line Items:
    • Manual Entry: Type in descriptions, amounts, and taxes.
      • 💡 Tip: Use negative amounts for credits or refunds (e.g., -50.00)
    • Task-Based: Select completed tasks from the task dropdown (populated automatically based on the recipient(s)).
  4. (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).
  • Are not currently billed by a non-voided invoice.
  1. 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 be billed by a non-voided invoice.
  • Tasks must be associated with the selected recipient as a payor.
  • Tasks must have been assigned to you or someone within your company.

If an invoice is later voided, its task line items are treated as not billed and can be added to a new invoice.

💰 Invoice Status & Available Actions​

StatusDescriptionAvailable Actions
DraftInvoice created but not yet sent to recipients.✅ Edit, Delete, Send, Print/Preview
SentInvoice sent but payment not yet received.✅ Resend, Mark as Paid, Void, Print/Preview
VoidedInvoice was voided (irreversible action).✅ Resend, Print/Preview
PaidInvoice marked as fully paid.✅ Mark as Unpaid, Print/Preview

Voiding Rules​

  • Only Sent invoices can be voided.
  • Draft and Paid invoices cannot be voided.
  • Voiding is irreversible.
  • After voiding, invoice content is read-only and behaves like a finalized invoice.

🔄 Managing Invoice Payments​

Invoices can be managed by:

  • Marking invoices as paid/unpaid manually.
  • Sending payment reminders.

📬 What Recipients See for Voided Invoices​

When a voided invoice is sent or resent:

  • Email subject is sent as: "Invoice [invoice number] was voided".
  • The invoice body keeps the original content.
  • A diagonal VOID watermark is shown on the invoice preview/email rendering.

⚠️ 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​

🎉 You're all set to create, send, and manage invoices in MintCondition!