Invoices

An invoice is the bill you send a customer. In UnitX an invoice starts as a draft. You issue it when it’s ready, and it tracks what has been paid against it: the paid amount and balance due update on their own as payments are applied, and the status moves from open to partially paid to paid.

Key concepts#

• Invoice number: every invoice gets the next number in your organization’s sequence, such as INV-1042. You can’t edit numbers.
• Issue date and due date: set when you issue the invoice. If no due date was set, it defaults to 30 days after the issue date.
• Paid and due: worked out from the payments applied to the invoice. You never type them in. See Payments.
• Customer invoices vs. your UnitX bill: invoices here are what your organization bills its customers. The invoices UnitX sends your organization are under Billing.

Who can use it#

Create an invoice#

1. Open the Invoices tab

   Go to CommerceInvoices and select New invoice.

2. Choose the customer

   Customer lists the accounts in your CRM. If the customer is missing, add them first under Customers.

3. Add the line items

   For each line, optionally pick a Product, then enter a Description, a Qty and a Unit price. Use Add line for more lines. The line rules and the math are the same as on quotes; see Quotes → line items.

4. Select Create invoice

   The invoice is saved as a draft in US dollars and appears at the top of the list. Nothing is sent to the customer.

Reading the invoice list#

Each invoice appears as a card with its number, a status badge and one summary line, for example $4,500.00 total · $1,500.00 paid · $3,000.00 due · due 10/16/2026. The list has newest invoices first, and there is no separate invoice detail page.

Issue an invoice#

Select Issue on a draft invoice. Its status changes to open, the issue date is set to today and the due date to 30 days later (unless one was already set). You can only issue a draft, so the button disappears once the invoice is open.

Mark overdue invoices#

UnitX doesn’t check due dates in the background. Select Check overdue on the Invoices tab to scan every open invoice whose due date has passed and mark it overdue. A message tells you the result: Nothing was overdue or Marked 3 invoices overdue.

• Only invoices with the status open are checked. A partially paid invoice past its due date stays partially paid.
• When a payment is applied to an overdue invoice, UnitX works its status out again from the balance, so the invoice becomes partially paid or paid.

Void an invoice#

Select Void to cancel an invoice that was raised in error. A void invoice keeps its number and stays in the list, but nothing is owed on it and it can’t change again.

You can void an invoice only when both of these are true:

• Its status is not paid, void or cancelled.
• No payment has been applied to it.

If an invoice is partly paid, the card says Partly paid, so this can no longer be voided — refund the payment first. Refund the payment, and once nothing counts as paid you can void it.

Invoice statuses#

Draft

Created but not issued yet. The only status you can issue from.

Open

Issued and owed, with nothing paid yet.

Partially paid

Some money has been applied, but a balance is still due. You never choose this status. It follows from the payments.

Paid

Payments applied cover the full total. The balance due is zero.

Overdue

Was open and past its due date when someone last ran Check overdue.

Void

Cancelled before any payment. Final.

Cancelled

A closed invoice. It can’t be voided or paid, and the Commerce page has no action that sets it.

How status follows payments#

Every time a payment is applied or refunded, UnitX recalculates the invoice:

• Paid is the total of all applied payments that haven’t been refunded.
• Due is the invoice total minus paid.
• Status becomes paid when nothing is due, partially paid when something has been paid, and open when nothing has. Void and cancelled invoices keep their status.

Invoice billable time#

If your team logs billable time on a project, the time can become an invoice: one line per time entry, priced at the rate stored on that entry. For how rates and billable amounts work, see Time tracking.

These rules apply:

• Every time entry must belong to the chosen project, be approved, be marked billable, and have a billing rate. If any entry fails a check, the whole request is refused and no invoice is created.
• Each line’s quantity is the entry’s duration in hours, rounded to two decimals, so 1 h 20 min becomes 1.33. The unit price is the entry’s rate, and the description is the entry’s description (or Time entry if it has none).
• Each line records the entry’s start and end as its service period, so you can trace the line back to the work.
• No discount or tax is added. The invoice is created as a draft, linked to the project, in the currency of the time entries.

Limitations#

• Line items, customer and amounts can’t be changed after an invoice is created. Void the invoice and create a new one instead.
• The dialog has no fields for due date, discount, tax, notes or terms. Those can only be set through the API.
• Invoices can’t be deleted. Void them, so the number sequence has no gaps.

Related#

• Payments
• Orders
• Time tracking
• Commerce overview