Invoicing¶
How finished work becomes an invoice, reaches the customer, and gets paid.
Billing in the Lupa Dash left rail holds every invoice. Billing is for admins: a technician who opens Lupa Dash is taken to Lupa Tech instead. In the field app, invoice work is office work for admins; a technician's day runs from Agenda, Open Pool and Clients.
Completing a visit does not create an invoice. An invoice exists because someone built it with New Invoice or Roll up, or because an account has a billing schedule and Lupa rolled its work up into a draft on its billing date. Every invoice starts as a draft, and nothing reaches a customer until someone sends it.
The video shows a month rolled into one invoice, the invoice sent with a personal note, a payment recorded, and a mistake voided. It does not show online payment links.
The life of an invoice¶
| Status | What it means | What you can do from Billing |
|---|---|---|
| draft | Built, not sent. The customer has seen nothing. | Edit, delete, Send, Void; Refresh on a rollup draft |
| sent | Emailed to the billing contact. | Resend, Mark Paid, Void, Request online payment |
| overdue | Still unpaid after its due date. | Nothing from Billing. Record a payment or void it in the field app. See Recording a payment. |
| paid | Money recorded, by you or by an online payment. | Read it |
| void | Cancelled. | Read it |
A sent invoice turns overdue the day after its due date passes. The change happens in a daily check. Until that check runs, a Past due badge appears beside sent.
Find the invoices that need attention¶
To narrow the list to one status:
- Open Billing.
- Choose a filter at the top of the list: All, Draft, Sent, Paid, Overdue or Void. Each filter shows a count, for example Overdue (11).
The counts always cover every invoice, whichever filter is on. The count beside the filters shows how many invoices are in the list now.
Each row shows the invoice number, the client, the status, the total, a date and the due date. The date matches the status: Sent and the date it went out, Paid and the date it was paid, Voided and the date it was created, or Issued and the date it was created. On a sent or paid invoice, hover over the date to see both the issue date and the sent or paid date.
If no invoice has the status you chose, the list reads No invoices match this filter. Choose All to see every invoice again.
If a red banner says completed visits are not on any invoice¶
The banner means some completed work will never be billed automatically. It counts completed visits that are on no invoice, where the visit belongs to an account with neither a next billing date nor a cadence, or to a customer who is not on an account. It also says how long ago the oldest of those visits was completed.
The banner has no dismiss button. It goes away once the accounts with that work have a billing schedule. Set up a billing schedule opens Clients. Give the account a billing schedule there. Its first rollup picks up the completed work that is not yet on an invoice. See Monthly and automatic billing.