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How to use
Invoicing Management
Checked against the product on 27 August 2026
Invoicing Management
Invoicing covers what you bill customers and what you pay staff: invoices, quotations, payments, credit notes, recurring billing, expenses, and payslips.
Note for QA and support: unlike most Apps, the Invoicing screens do not carry a How to use button. Everything below was read from the screens themselves. If a detail here disagrees with what a screen shows, the screen is right and this file needs updating.
Staff Directory is a shared screen, the same one the HRM and Assets Apps use. It is one list of people, not a copy.
The two halves of this App
They are worth separating in your head, because they have different audiences:
Billing (Invoices, Quotations, Payments, Credit Notes, Recurring, Pay Links) is money coming in from customers.
Payroll (Payslips, Groups, Salary Sheet, Schedule) is money going out to staff.
They share the App, the settings and the templates, but almost nothing else.
Documents
Invoices and quotations are the same kind of record with a different type, so they behave alike and share the builder, the templates and the numbering.
The six document types are Invoice, Quotation, Proforma, Estimate, Credit note and Debit note.
The document statuses
Status
What it means
Draft
Being written. Nothing has been sent
Scheduled
Queued to go out on a date
Pending
Waiting, not yet sent
Sent
It has gone to the customer
Viewed
The customer opened it
Partially paid
Some money has arrived, not all
Paid
Settled in full
Overdue
Past its due date and not settled
Cancelled
Called off
Refunded
Money returned
Void
Cancelled in a way that keeps the number but nullifies the document
Accepted
A quotation the customer agreed to
Declined
A quotation the customer turned down
The tabs above the list are a shorter working set in pipeline order: All, Draft, Sent, Partial, Paid, Overdue. The other statuses still exist and still show on the rows; they are simply not tabs.
Void and Cancelled are not the same thing. Void keeps the document and its number in the record while nullifying it, which is what accounting normally requires. Deleting a number from a sequence is what you are avoiding.
Payment status, separately
A document also carries a payment position of its own: Unpaid, Partial, Paid, Overpaid, Refunded.
Overpaid is a real state and is worth watching, because it usually means a payment was recorded against the wrong document.
Payments
A recorded payment is its own record with its own lifecycle, separate from the invoice it pays:
Payment status
Meaning
Pending
Recorded, not yet confirmed
Completed
Taken
Verified
Confirmed against your own bank or gateway record
Refunded
Given back
Failed
It did not go through
Verified is a deliberate second step beyond Completed. Completed says the payment was taken; verified says a person or a gateway confirmed it really landed. Keeping them apart is what lets you reconcile.
Payment methods offered are Bank transfer, Cash, Card, Cheque, Online, PayPal, Stripe and Other.
Pay Links
A pay link lets a customer pay without signing in to anything. It is generated from a document and is the same amount that document shows.
Payment Gateways under Setup is where the gateways behind those links are configured.
Credit notes and refunds
A credit note reduces what a customer owes without deleting the original invoice. That is the correct way to correct a document that has already gone out.
Issue a refund on a payment is the other direction: money actually going back.
Use a credit note when the amount was wrong. Use a refund when money moves.
Recurring
Recurring billing raises the same document on a schedule rather than asking you to remember. The schedule is monthly.
A recurring rule creates documents. It does not send money. What happens to the document it raises follows the same rules as any other document.
Currencies
The builder offers USD, EUR, GBP, PKR, AED, INR, CAD and AUD, and your company currency is the default.
As everywhere else on the platform, amounts in different currencies are never converted and never added together. A total mixing currencies would be wrong by whatever exchange rate you did not supply.
Payslips
Payslips are the payroll half. A payslip has a much simpler lifecycle than an invoice, on purpose:
Status
Meaning
Pending
Prepared, not yet paid
Paid
Paid
Cancelled
Called off
Payslips come in two modes:
Single is one payslip for one person.
Grouped is a batch prepared together.
The mode filter above the list offers All modes, Single, Grouped.
The payroll screens
Screen
What it is for
Payslips
The list, and where an individual payslip is built
Payslip Groups
Batches prepared together
Salary Sheet
The whole run as one sheet, with employee rows
Schedule
Setting payroll to run on a schedule
Staff Directory
The shared list of people, the same one HRM uses
Payslips can be sent and shared, and there is an amount in words conversion for the printed document, because many jurisdictions require it.
Catalog and customers
Products is what you sell, for putting on documents quickly.
Directory is your invoicing customers.
A customer here can be the same company you hold in the CRM App. Linking them is what makes a company's invoices show up on its Customer 360 page.
Expenses Recorder
What you spent, recorded against the business. It sits under Reports and Finance because its purpose is reporting rather than paying anybody.
Setup
Screen
What it controls
Templates
How your documents look when a customer receives them
Payment Gateways
The gateways behind pay links
Settings
Numbering, defaults, tax, and the rest
Templates and gateway settings need a management permission, not just view access.
Who can see what
Invoicing separates viewing from managing, and separates billing from payroll:
Area
Access
Invoices, quotations, pay links
View, and manage for the write actions
Payments
Their own view permission
Credit notes
Under the invoicing permissions
Products, Directory
Their own view permissions
Reports
Its own view permission
Expenses
Its own view permission
Payslips, groups, salary sheet
Their own permissions, separate from invoicing
Schedule
Payslip management
Settings, gateways, recurring
Invoicing management
Payroll being separately gated is deliberate. Somebody who raises customer invoices has no reason to see what colleagues are paid.
Working with the other Apps
Projects. A project's Financials tab can turn unbilled hours into a draft invoice with Bill time. That needs this App enabled and an invoicing permission, on top of project access. Time with no rate that can be worked out is never billed at zero: it waits as unpriced until a person types a rate.
CRM. A won deal can be turned into an invoice as a single line, and a company linked here shows its invoices on Customer 360.
HRM. Staff Directory is one shared list, not a copy.
Billing and limits
Invoicing Management is a paid App. Its price is shown on the Plan page.
Your plan caps how many invoices a workspace may hold. Generated document files count toward the workspace storage allowance shared across every App.
Frequently asked questions
What is the difference between voiding and cancelling a document? Void keeps the document and its number in the record while nullifying it, which is what accounting normally requires. Removing a number from a sequence is what you are trying to avoid.
A customer paid twice and the invoice says Overpaid. That is a real status, not an error. It most often means a payment was recorded against the wrong document. Check the other open documents for that customer.
What is the difference between Completed and Verified on a payment? Completed says the payment was taken. Verified says a person or a gateway confirmed it landed. The two are separate so you can reconcile.
The invoice went out with a mistake. Do I delete it? No. Issue a credit note, which reduces what the customer owes without removing the original document or its number.
When do I use a refund instead of a credit note? A credit note when the amount was wrong. A refund when money actually goes back.
I cannot find the Void or Refunded tab. The tabs are a shorter working set: All, Draft, Sent, Partial, Paid, Overdue. The other statuses still exist and still show on the rows.
My totals look wrong across currencies. Amounts in different currencies are never converted and never added together. Read each currency on its own.
Does a recurring rule take payment automatically? No. It raises the document on schedule. What happens next follows the normal rules.
Bill time in a project is missing or greyed out. It needs this App enabled for the workspace and an invoicing permission, on top of your access to the project.
Some project time shows as unpriced. Time with no rate that can be worked out is never billed at zero. It waits for a person to type a rate.
Why do my colleagues see invoices but not payslips? Payroll is gated separately from billing, deliberately. Somebody who raises customer invoices has no reason to see what colleagues are paid.
Is the Staff Directory here a separate list from HRM? No. It is the same shared screen and the same people.
Why does a company's invoices not show on its Customer 360 page? The invoicing customer has not been linked to the CRM company. It needs linking once.
Why is there no How to use button on these screens? The other Apps carry one and Invoicing does not yet. This document is the substitute until they are added.
Something here not matching what you see on screen? The screen is right and the guide is what needs correcting. Tell us and we will fix it.
Invoicing Management: how to use guide | ExecCortex
