Invoices

There are three ways to raise an invoice: from a saved order (Create invoice, in the order form's pipeline strip or at its foot), from a quote (Generate invoice on the quote form), or by hand with New invoice on the Invoices page. From an order or quote the customer, lines and totals carry over, including an order's delivery fee. An invoice made from an order that came from a quote bills the quote's rate and its Tax exempt choice, not the shop default, because an order holds prices before tax. Every new invoice starts as a Draft dated today in your workspace time zone, including one generated from a quote, so nothing is issued until you send it or set it to Outstanding. An invoice made from a store order (Etsy, Shopify, WooCommerce or CloudSlicer3D) is dated the day the order was placed instead, as the order shows it; the due date still counts from today. You can change either date before you send it. An invoice created from an order opens straight away, ready to send. Every plan can create invoices. The Free plan includes 3 new invoices each calendar month (UTC), and every new one counts, including one made with Duplicate, Generate invoice or Create invoice. Deleting an invoice does not give the slot back that month. After the third, New invoice shows a lock and a link to upgrade to Pro. The count starts again on the 1st of the month. Pro and Farm have no limit, and viewing, editing, sending and marking existing invoices paid works on every plan.

Three figures sit at the top: Outstanding (everything not yet paid), Overdue (outstanding, past its due date and still owing money) and Received this month (every payment recorded this month, part payments included, less refunds, tax included). Below them are three tabs: Invoices, Credit notes and Repeating. On the Invoices tab, clicking a figure selects the matching filter chips; the chips filter by Draft, Outstanding, Overdue, Paid and Void, and the search box narrows the list. An issued invoice with some money paid and some still due reads Part paid (an overdue one says Overdue, with Part paid beside it). Click a row to open the invoice editor. Deleting from the list is for owners and admins, and removes only drafts that were never sent; any issued invoice in the selection stays, and the message says to void it instead.

The Invoices tab opens grouped by status: one block each for Overdue, Draft, Outstanding, Paid and Void (the same groups as the filter chips, with Overdue first as the most urgent), with the number of invoices in each. A status with no invoices has no block. Paid and Void start folded, so the invoices still waiting for money come first.

Press a block's heading to fold or unfold it, or use the By status and List switch beside the search box for one table of every invoice. Both work as on the Orders page and are remembered in this browser (see Orders grouped by status, in the Orders topic). While a search, a filter chip or a figure at the top is on, every block opens.

An invoice is Draft, Outstanding, Paid or Void. Once it is issued, its status follows the money: the payments and credit notes recorded on it move it between Outstanding and Paid.

Overdue is not a status you set: an Outstanding invoice becomes Overdue when its due date passes, and raises an Invoice overdue notification. An Outstanding invoice that has some money paid on it shows Part paid in the list, and a Paid invoice that its credit notes covered with no payment at all shows Credited.

Each payment is a dated row (see Payments on an invoice). When the payments and any credit notes cover the total, the invoice becomes Paid, and a refund that leaves money owing puts it back to Outstanding. Mark as paid is the one-press shortcut for a payment of everything still owed (the total less any credit notes), dated today; Payments shows it as Marked as paid. Choosing Outstanding on a Paid invoice that was only marked paid takes the paid amount off (the editor says how much first) and clears the paid date. Once payments were recorded with Record payment, the status follows them alone: Paid cannot be chosen until they cover the total, and a Paid invoice does not go back to Outstanding by choosing it. Use Record refund or remove a payment instead.

An issued invoice never goes back to Draft by choosing it: an owner or admin uses Reopen to draft (see Issued invoices are locked). Void is not chosen either: it is its own action (see Voiding an invoice).

Every payment on an issued invoice is its own dated row, so a deposit, a second installment and a refund each keep their date. You record them in the Payments section under the invoice in the editor.

The section's first line says where the invoice stands, such as Paid 500.00 of 1,200.00 (2 payments, 1 refund), with what was credited and what is still due. Amount paid is the sum of the payments and is never typed, so a part payment is a Record payment and not an edit.

• Record payment (shown while money is due): the Amount starts at what is still due and cannot be more. Two quick buttons under it fill the box: 50% deposit (half of what is due, shown only while nothing has been paid) and Full amount. Then the Date it arrived (today to start with), the Method (Bank transfer, Card, Cash, PayPal or Other, or leave it Not set) and a Note for your team. The note is not printed on the invoice.
• Record refund (shown once something was paid): the same fields, for money you gave back, typed as a positive amount. A refund cannot be more than what was paid, and one that leaves money owing puts a Paid invoice back to Outstanding.

Unsaved edits on the invoice are saved first.

The list shows each row's date, amount, method, note and who recorded it, and how the row got there. Recorded by means Record payment or Record refund. Marked as paid by means Mark as paid, or choosing Paid. Changed in the editor by means choosing Outstanding on a Paid invoice, or the API. A row that reads Before payment history holds what an older invoice had already been paid, as one row on the day it was paid (or the day the invoice last changed, when no paid date was kept). An owner or admin can Remove a row after a confirmation, for a payment or refund recorded by mistake; for money really given back, record a refund instead. Amount paid, the Balance and the status follow the rows: Paid once payments and credit notes cover the total, Outstanding again when a refund or a removed row opens a balance.

A Draft takes no payments: send the invoice, or mark it as sent, first. A payment cannot be more than is still due, so for an overpayment, record what was due and give the change back, or record a refund. Saving never books a payment or a refund by itself, and a total lower than the payments recorded is refused. A void invoice keeps its payment rows, read-only. Recording, refunding and removing are written to the activity log. When an invoice has more than one payment or any refund, its PDF lists them with their dates, in the invoice's language.

If someone else saved this invoice after you opened it, Save asks before it replaces their work: Load the latest drops your changes and reloads the invoice as it is now, and Keep mine saves your version over theirs. It works as it does for orders (see Someone else changed this order, in the Orders topic).

The editor's message reads This invoice was changed by someone else after you opened it. If the invoice was deleted in the meantime, the editor says so and your changes stay on screen until you close it.

Once an invoice is Outstanding or Paid, its lines, discount, tax, shipping and number are what the customer holds, so they are locked. Notes, terms, the PO number, the issue and due dates, the customer (Bill To), delivery (collection or shipping) and the labels can still change. To change what is owed, issue a credit note. To correct an invoice before anyone has paid against it, an owner or admin presses Reopen to draft, gives a reason and confirms: it goes back to Draft, the money can change, and the reopening is written to the activity log with the reason. Reopen is refused while the invoice has payments recorded or credit notes, issued or void. The customer keeps what you sent them, so send it again once it is fixed: every send is kept (see Sending the invoice by email).

The invoice number is assigned on the first save from the prefix and counter in Settings → Numbering, so there are no duplicates to manage. The number field on the editor shows Auto until then. Prefixes and counters are changed under Numbering by owners and admins.

The header of an invoice holds the customer (Bill To), an optional Ship to address, the dates, the PO number and any custom fields.

Select the customer in the Bill To field; the billing details come from their record, and you can edit the address just for this invoice. On the PDF the company prints first, then the person under it (one line when only one is set). Ship to takes a separate shipping address. When the customer number is shown (Settings → Documents → Invoice display), it prints last in the Bill To block, named in the invoice's language (Customer no., Klantnummer, Kundennummer).

Date and Due date are set per invoice. A new invoice is due after your payment term, 30 days unless you change Payment due under Settings → Documents → Invoice defaults, and you can pick any other date.

Once an invoice is marked paid (when you hand it over, say, or for a store order paid online) or credited in full, the PDF prints no due date. FoxTrack goes by the payments and credits you record to know that nothing is left to pay. A void invoice prints no due date and no pay link either.

An invoice made from an Etsy order starts as Paid, because Etsy has the money already. Its payment is dated the day the order was placed, and you can change that day in the Paid on field, or change the Status, before saving. Paid on shows whenever you save an invoice as Paid for the first time, and it cannot be after today.

The purchase order number and any custom name/value fields you add print in the header. Your own business name, address, email, phone, registration number and bank account come from Settings → General and cannot be edited on the invoice.

The lines, discount, tax and shipping make up what the invoice asks for, and they can only change while it is a Draft.

Each line has a description, an optional second description line, a quantity and a Rate (the price of one unit). While the invoice is a Draft, you can add a Discount (percentage or fixed), a Tax rate and a Shipping amount below the lines. Once it is issued they, the lines and the number are locked (see Issued invoices are locked).

A new invoice's tax rate comes from the one default rate under Settings → Quoting and tax → Tax rate, the same rate new quotes use. Tax is added only while Apply tax to invoices is on under Settings → Documents → Invoice defaults. Subtotal, Total, Amount paid and Balance are worked out for you. Whether tax is calculated on the post-discount subtotal is an invoice default under Settings → Documents.

Shipping is not taxed unless you say so. When an invoice has both a tax line and a shipping amount, the switch Apply tax to shipping appears under the shipping line (it uses your own tax word, such as VAT or BTW). Turned on, it adds the shipping amount to the taxable total, which is what EU and UK VAT rules expect. On the PDF the shipping then prints as the last line of the table (Verzendkosten on a Dutch invoice, or your own Shipping label), so the subtotal includes it and the tax is a plain percentage of the subtotal.

The switch on a new invoice starts from the workspace default, Apply tax to shipping under Settings → Documents → Invoice defaults → Tax. An invoice you already saved keeps its own choice, and you can change the switch while the invoice is a draft. Notes and Terms print at the bottom and are prefilled from the defaults.

Send to customer emails the invoice PDF to the customer; Mark as sent records an invoice you delivered yourself.

Send to customer opens a dialog with the customer's email in To, an optional subject, and Customize email for the greeting, body, sign-off, reply-to, CC and BCC. Press Send. Unsaved edits are saved first, the PDF is generated on the server and attached, and the invoice records when it was sent and to which address. Sending a Draft invoice moves it to Outstanding. Every send is kept with what went out: the editor lists them under the title (Sent to a@b.com on 3 Oct 2026).

For an invoice you hand over, post or email another way, press Mark as sent: nothing is emailed, a Draft becomes Outstanding, and automatic payment reminders can then chase it. A void invoice cannot be sent.

The words and the CC, BCC and reply-to addresses default from Settings → Documents → Invoice email (see What every customer email looks like, in the Documents topic). When the invoice has its own payment link, or the workspace has one, and money is due, the email also has a button to pay online (see Letting customers pay online). An invoice with nothing left to pay goes out as a receipt instead: the receipt words (Receipt for invoice INV-0042 by default, changed on the Receipt tab of the same settings) and never a Pay button. Amounts in the email are written the way the invoice PDF writes them. If the customer has no email address, add one to their record first.

Download PDF works at any status. The PDF is rendered by FoxTrack's invoice service using your document settings, labels and the invoice's language. What that renderer decides on its own (the bold item name, page numbering, the header on a second page) cannot be changed from FoxTrack; what appears (Bill To, PO number, your phone, email, address, the customer number) is switched under Settings → Documents → Invoice display. When the invoice took more than one payment or any refund, the PDF adds a line under the notes listing each one with its date and method, such as Paid 500.00 on 29/09/2026 by bank transfer, 745.00 on 02/10/2026 by card; refund 200.00 on 02/10/2026.

A saved invoice that is no longer a Draft (Outstanding or Paid) has E-invoice (.xml) in the footer's More menu, beside Download PDF. It downloads the invoice as a UBL XML file, a structured e-invoice that accounting software can read, from the same invoice service that renders the PDF. Unsaved edits are saved first. A Draft has no e-invoice: issue it first. If a customer or a portal asks for a specific e-invoice standard, check with them that UBL is what they accept.

Each invoice has a language selector: Workspace default or a specific language. A new invoice starts in the customer's language when the customer has one (Language on the customer's record), until you pick a language yourself. It translates the fixed labels and the line-item column headers on the PDF and in the email. Your own text (descriptions, notes, terms) is printed as typed. Terms can follow the language: when Settings → Documents → Invoice defaults has terms for a language, a new invoice in that language starts with them, and changing an invoice's language swaps its terms as long as you have not edited them.

Only a draft that was never sent can be deleted: owners and admins press Delete on the invoice editor and confirm, and the deletion is written to the activity log. It cannot be recovered and its number is not reused. An invoice that was issued, sent, paid or credited is voided instead, so it stays on file (see Voiding an invoice). An invoice with payments or credit notes is never deleted, so their history never disappears with it.

To cancel an issued invoice, an owner or admin opens it and presses Void invoice (at the end of the actions, under More on a phone), gives a reason and confirms. Voiding cannot be undone. The invoice keeps its number and lines and reads Void, with the date and the reason, so the numbering has no gap and your accountant still sees it. A void invoice counts in no totals, reports, reminders or notifications, and cannot be sent, paid or changed. Voiding is refused while the invoice still holds money: record a refund first, or set it back to Outstanding if it was only marked paid. Issued credit notes on it are voided first. A draft that was never sent is deleted instead. A quote whose invoice was voided can generate a new one. Voiding is written to the activity log with the reason.

Most of what an invoice prints is set once, in Settings:

• Settings → General: the business name (your workspace name), address, email, phone, registration number and bank account. The workspace date format under General is used for every date on the PDF.
• Settings → Documents: Invoice defaults (language, whether tax applies, the tax word, default notes and terms), Invoice labels (rename any field), the customer emails (the words of each kind, reply-to, CC and BCC), Online payment (the payment link), Payment reminders, and Invoice display (which blocks print).
• Settings → Quoting and tax → Tax rate: the default tax rate, one rate for new quotes and invoices.

If you clear the terms box on an invoice and save, that invoice prints without terms; an invoice that never had its own terms prints the workspace default.

Duplicate, at the foot of a saved invoice, turns the open form into a new, unsaved invoice copied from what is on screen, including edits you have not saved yet, titled New invoice (copy of INV-0042). It works like duplicating an order (see Duplicating an order, in the Orders topic): nothing is saved until you press Create invoice, so numbering works as for any new invoice. On the Free plan the copy counts toward the 3 invoices a month.

The copy keeps the customer, lines, discount, tax settings, shipping, collection or shipping, the ship-to address, custom fields, label edits, notes, terms and language. It gets a new invoice number, starts as a Draft dated today, and has an empty Amount paid and no PO number. The due date keeps the same number of days from today as the original had from its date, or stays empty if it had none. The copy is not linked to the original's order, has no credit notes and has not been sent.

For a customer you bill again and again, Repeat can make the copies for you (see Repeating invoices).

A credit note takes money back off an issued invoice, for a refund, a returned item or a price correction. Credit notes work on every plan, and making one never counts toward the Free monthly invoice cap.

Open an Outstanding or Paid invoice and press Credit note (save the invoice first if it has unsaved edits).

1. The new credit note starts with the invoice's lines. Change quantities or prices, remove lines, or press Add line. If the invoice had a discount, a Discount line takes off the matching share of it. To credit one sum instead, switch on Credit a set amount and type the amount (before tax when the invoice has tax).
2. Set the Date, and a Reason and Notes if you like. The notes print on the credit note.
3. Tax uses the invoice's rate, unless the invoice is tax exempt.
4. Save draft keeps it to finish later and changes nothing yet. Issue credit note makes it final.

Each credit note gets its own number when first saved (CN-0001 by default; the prefix and counter are under Settings → Numbering). The issued credit notes on one invoice can never add up to more than its total: the form shows what is left to credit and will not issue more. An issued credit note cannot be changed. Download PDF saves it, and Email sends it to the customer with the credit note words from Settings → Documents. The credit-note PDF prints in the language of its invoice. To correct an issued one, void it (see Voiding a credit note) and make a new one.

An issued credit note lowers what the customer owes on the invoice, and lowers Revenue by its amount before tax.

On the invoice, a Credited line appears, and the Balance is the total less what was paid and credited. When credits cover what was still owed on an Outstanding invoice, it becomes Paid. Amount paid stays the money you actually received.

On a paid invoice, the editor shows the difference as To refund. FoxTrack records the credit, and paying the money back is up to you. Once you have paid it back, press Record refund in the Payments section for that amount, and the invoice reads Settled.

On the dashboard and in Reports, an issued credit note lowers Revenue, and the customer's lifetime spend, by its amount before tax, in the month of the credit note's own date. It only takes back revenue the invoice counted: a sale already left out by a column set to Exclude from revenue is not taken off twice.

An owner or admin can void an issued credit note. It stays on record as Void and its amount goes back to the invoice (see Voiding a credit note).

Owners and admins can also delete a credit note. Deleting an issued one gives its amount back to the invoice, so the customer owes it again, and an invoice it had settled goes back to Outstanding. An invoice with credit notes, issued or void, cannot be deleted: void it instead.

The Credit notes tab on the Invoices page lists them all, and the invoice editor lists the ones for that invoice.

An issued credit note cannot be edited. When one was wrong, or the refund never happened, an owner or admin opens it and presses Void, adds a reason if they like and confirms. Voiding cannot be undone. The note keeps its number and lines and reads Void, with when and why it was voided, so the numbering has no gap and your accountant still sees it. Its amount goes back to the invoice: the customer owes it again, and an invoice it had settled goes back to Outstanding. Revenue, reports and the customer's spend count only issued credit notes, so a void one no longer takes anything off. A void note is read-only and has no Download or Email; make a new credit note if part of it still applies. The Credit notes tab and the invoice's list of credit notes keep it, grayed, with a Void chip. A Draft credit note is deleted rather than voided. Voiding is written to the activity log with the reason.

Repeat, at the foot of a saved invoice, makes a new draft of it on a schedule, for a customer you bill regularly. Save any edits first.

The Repeat dialog asks:

• Every: 1 to 24 weeks, months or years.
• Next invoice on: the date of the first new invoice. It starts one period after this invoice's date (moved on to today or later) and cannot be in the past.
• Due: days after each invoice's date, or empty for no due date. It starts from this invoice's own payment term.
• Stop: Never, or After a number of invoices.

Each new invoice is made as a Draft on its date, the first time someone opens FoxTrack on or after that date (in the workspace time zone). Nothing is emailed: you check the draft and press Send to customer. When drafts were made, a message says how many repeating invoices are ready to send, and View opens the Invoices page filtered to Draft. Each new invoice copies the latest one in the series (customer, lines, tax, discount, shipping, notes, terms, language and labels), so a change you make to the latest draft carries into the next ones. If that invoice was deleted, the schedule uses its own saved copy.

A monthly or yearly schedule keeps its day of the month. When that day is missing in a shorter month, the invoice falls on the month's last day, and the next month goes back to the usual day: an invoice dated the 31st repeats on the 28th or 29th in February and on the 31st again in March. If nobody opens FoxTrack for a long time, it makes at most 12 invoices per schedule on each visit, oldest first. The rest follow on the next visits until none is due, so no month is skipped.

The Repeating tab on the Invoices page lists every schedule with its next invoice, latest invoice, total and Ends. Click a row to change it; the row menu has Edit, Pause or Resume, and Delete. In the invoice editor the button then reads Repeats every month (or the schedule's period). A paused schedule makes nothing. When you resume it and its date has passed, the date moves to the next one in the series from today, so nothing is made for the paused time. Deleting a schedule is for owners and admins; the invoices it made stay. Repeating invoices need a Pro or Farm plan.

You can send a payment reminder by hand, or let FoxTrack send them automatically once you switch that on.

By hand, a saved Outstanding invoice that still has money due and a customer with an email shows Send reminder once its due date has arrived (the due day itself counts). The dialog attaches the invoice again, starts from the Payment reminder words in Settings → Documents → Quote, receipt, reminder and credit note emails, and says how many reminders went out so far. The editor shows the count and the date of the last one.

Automatic reminders are set in Settings → Documents → Payment reminders (owners and admins). Nothing is sent until you switch on Email customers when an invoice is overdue and press Save changes. Then:

• First reminder after (days past due): 1 to 90, 3 to start with.
• Then every (days): 1 to 90, 7 to start with.
• At most (reminders): 1 to 10, 3 to start with.

FoxTrack checks once an hour and only sends between 08:00 and 18:00 in the workspace time zone (Settings → General). A reminder only goes to an Outstanding invoice that was sent (by email from FoxTrack, or marked as sent) or was already reminded, has a due date, is at most 60 days past it (a longer reach when your settings need it: with a high First reminder after or a long Then every, the limit stretches so every reminder in the series can still go), still has money due, and has a customer with an email address. So a customer never hears about an invoice for the first time as overdue. Invoices older than that are left for you to chase by hand with Send reminder. Reminders you send by hand count toward At most and restart the Then every wait, so the two never double up. If a send fails (the mail service refuses the address, say), it is tried again after 20 hours and dropped after five failures. Automatic reminders work on every plan. A reminder carries the button to pay online when you have a payment link.

FoxTrack can send customers to your own payment page to pay an invoice. It does not take payments itself.

Under Settings → Documents → Online payment, an owner or admin pastes a Payment link (a Stripe Payment Link, a PayPal.me link, a Square link or similar) and presses Save changes. It must start with https. The link may contain {{amount_due}} (a plain amount like 25.00), {{currency}} and {{invoice_number}}; FoxTrack fills them in for each invoice, and the card shows an example.

When an invoice still has money due, the link appears:

• in the invoice email and in payment reminders, as a Pay button and a line naming the site it goes to. The button names the amount due only when the link contains {{amount_due}}, so a fixed link never shows a figure the page will not charge;
• on the invoice PDF, as a Pay online line under the terms;
• in the invoice editor, as Customer pays at, with a Copy button, so you can share it another way.

FoxTrack is not told when the customer pays: when the money arrives, press Record payment (or Mark as paid for the full amount). An invoice paid in full shows no link and its emails carry no Pay button. Clear the field and save to stop showing the link. For a link made for one invoice only, see A payment link for one invoice.

Under the invoice, Payment link for this invoice takes a link made for that invoice only, such as a payment request from your bank app. Paste it and save the invoice. It prints in the Pay online line, above your Online payment link when you have one, and the email's Pay button opens it. A duplicate or a repeating invoice starts without it. FoxTrack cannot print a QR code on the invoice.