Update Invoice Status: Send/Mark as Sent

Invoices are created with a status of Not Sent. This can be considered a pro-forma or draft status, where the invoice and its items can still be updated and changed. Changing details relating to the charges on a Not Sent invoice will prompt a notification that the invoice is out of date and should be refreshed.

When the invoice is considered final, it should be sent to the customer or its status manually changed to Sent in order to lock the Invoice to protect it from further changes. When an invoice is marked as Sent:

• Charges (items and rental rates) are locked.
• Discounts on invoiced charges cannot be edited.
• Adjustments cannot be edited or removed.
• Functions containing invoiced charges cannot be removed.

This preserves the charges in the state they were in when the invoice was sent. We also log the invoice being marked as sent in the account's activity log.

There are three ways to update invoice status:

• Send the invoice to the client from Elite
• Send the invoice to DocuSign. See Send a Document to DocuSign for instructions.
• Mark the invoice as sent

All actions are taken from the invoice details slider, which can be accessed in several places:

• On the account Financials tab
• On the event Financials Invoices tab
• From the Aging Report

Send an Invoice from Elite

To send an invoice:

1. Click an invoice to open its details slider.
2. In the details slider, click the mail envelope icon.
3. Click Send Invoice to Client. If you don't have the DocuSign integration, the Send Invoice slider will open without this step.
   If you want to send the invoice to DocuSign, see Send a Document to DocuSign for instructions.
   
4. In the Send Invoice slider:
   1. Click in the Recipient field. A list of all contacts on the account that have email addresses will be listed. Select the recipients. 
   2. Send a copy to me will be checked by default. If you do not wish to receive a copy of this email in your inbox, uncheck this.
   3. If you have created an email signature, check Include signature to have your email signature added to the body of the email. If you marked your signature to be included automatically, this will already be checked.
   4. If email templates for invoices have been created, you will have the option to select a template.
   5. To include an additional attachment, click the upload upload arrow to attach a document from your computer.
   6. Add or update the email's subject line.
   7. Add or update the email's body text.
      • You can use the rich text editor to apply formatting, insert images or tables, and more.
      • Click the curly bracket icon to add merge fields to include pre-populated data from Elite. As you insert the details into the email, if the field is populated in Elite, it will display in a green text box. If the field is red, the information has not been added to the system yet.
      • If the invoice has been marked as available for online payment, the link to the payment portal will appear in the body of the email. You may remove it if you wish. Note that online payment URLs do not expire. If you don't see this option and would like to use it, ask your System Admin to enable online payments.
5. When all information is complete, click Send.

Mark an Invoice as Sent

1. Click an invoice to open its details slider.
2. In the header, click the more_vert more info menu.
3. Select Change Status to 'Sent'.

Sent Invoices

The invoice now has a Sent status:

We log that the invoice was sent in the account's activity log:

Any items billed on this invoice will be locked:

Any rental rates billed on this invoice will be locked:

Charges included in a discount cannot be removed from the discount:

Update a Sent Invoice Document

You may need to update the invoice PDF when there haven't been changes made to the information on the invoice:

• If the invoice template includes conditional formatting based on the invoice's status, you'll need to create the invoice, mark it as sent, then regenerate the PDF so the conditional formatting updates.
• If your account has a custom solution which generates a custom invoice number or ID, you will need to create the invoice so that the custom number is created, then update the document to pull in that number.
• If payment has been allocated. In this use case, a button will appear on the invoice details slider which allows you to update the document.

To update the invoice document without editing the invoice, open the invoice details slider and click the more_vert more info menu. Select Update Invoice Document.