Skip to main content

Manage unsent invoices

Nolwenn Launay
  • Updated

Keeping your invoice statuses accurate is crucial for smooth collection management. If you’ve enabled the feature to send invoices from Upflow, invoices sent from your accounting tool might not be correctly identified at first. This can result in some invoices being marked as Unsent when they should appear as Due, Overdue, or Paid. But don't worry, we'll solve this together!

 

Step 1: Identify Invoices to Update

From your Invoices list view, use filters to pinpoint invoices that need their status updated.

First, we want to use the filter "Status = Unsent", or click on the blue link at the top of your screen to isolate unsent invoices.

Capture d’écran 2024-11-21 à 15.10.10.png

 

Then, depending on which invoices you want to focus on:

  • For Due or Overdue invoices:
    Filter by Issue Date. For example, to identify invoices issued before MM/DD/YEAR, set:

    • Issue Date → Max = MM/DD/YEAR
    • You activated this feature on Dec. 5th, but you've already sent all November-issued invoices from another tool and do not wish to send them again using Upflow. Select the "Issue date" filter on "Max = Nov. 30th".

      Capture d’écran 2024-11-21 à 15.13.18.png

  • For Paid invoices:
    Filter by Outstanding Amount:

    • Outstanding Amount → Max = 0, to identify unsent invoices that are already paid:
      Capture d’écran 2024-11-21 à 15.14.11.png

 

Step 2: Update Invoice Status

Once the filtered results are displayed:

Mark invoices as sent: Manually send invoices:
  • Select all invoices in the filtered list.
  • Click the Actions button.
  • Choose Mark as sent to update their status without sending them to customers.

If you wish to send the billing email for the filtered invoices, select them, click Actions, then Send, and confirm.

Capture d’écran 2024-11-21 à 15.17.27.png

 

Automate invoice sending (optional):

  • Navigate to Workflows in Upflow.
  • Automate the Billing template to send invoices automatically on their issue date.
  • Automatic billing emails will be sent once you're live, according to their issue date.
    If the issue date has passed by the time you go live, the invoices will be automatically sent the following business day.
      •  

 

Best Practices

  • Good to Know: Use the filters strategically to avoid missing invoices that require updates.
  • Automation Tip: Automating your workflows ensures invoices are sent promptly, reducing manual intervention.

 

 

Related articles