Sales Invoices Dashboard

The Sales Invoices Dashboard is where you create, review, and manage sales invoices. A sales invoice is a separate entity from an order, it is generated based on an order's details but can be freely edited before it is finalised.

Go to Orders > Sales Invoices Dashboard.

This functionality requires enabling at the account level by Totalmobile. Contact Support to request access.

Dashboard grid

Column	Description
Invoice Number	The auto-generated invoice reference, including any configured prefix (for example, INV-3).
Client	The organisation or customer being invoiced.
Type	Invoice or Credit Note.
Sales Invoice Status	The current lifecycle status of the invoice: Draft, Awaiting Approval, Approved, Invoiced, Exported, or Paid.
Batch Status	Open or Closed. Only applies to invoices created in batch mode. Open batches can receive new orders; Closed batches cannot.
Goods Value	The total value of the invoice excluding VAT.
Vat Value	The total VAT amount on the invoice.
Invoice Value	The total invoice value including VAT.
Invoice Date	The date the invoice was raised.

Use the Filter button to filter invoices by organisation, contract, invoice date, invoice due date, status, and batch status. Use the Search box to find a specific invoice by number.

Prerequisites

Before sales invoices can be raised, the organisation must have a primary address and primary contact configured.

Go to Configuration > Organisations > Organisations and select the organisation.
Select the Addresses tab and select Add Address.
Set the Address Contact Type to Primary and select Save and Exit.
Select the Contacts tab and select Add Contact.
Set the Contact Type to Primary and select Save and Exit.

Create an invoice

Select Create (top right) to manually create a new invoice. You can create:

Single order invoice: raised against one order. Lines are generated based on the order's billing mode.
Non-order invoice: raised without being tied to a specific order. Use for ad-hoc charges.

Batch invoices are created automatically by the system when a contract is configured for batch mode (see Configuration below).

View a sales invoice

Select an invoice in the grid to open it. The detail page has two tabs: Details and Audit.

Header fields

Client: the organisation or customer being invoiced.
Address: the billing address.
Contact: the billing contact.
Contract: the contract this invoice relates to.
Invoice Date: the date the invoice was raised.
Invoice Number: the auto-generated reference.
Payment Terms: the agreed payment terms (from contract configuration).
Invoice Due Date: calculated from Invoice Date plus the due period in days.
Sales Invoice Status: the current lifecycle status.
Batch Status: Open or Closed (batch mode only).
Type: Invoice or Credit Note.
Number of Orders: how many orders are included on this invoice.
Description: a summary of the work covered by the invoice. Auto-generated from the order job code descriptions.

Invoice lines

The Lines section shows the individual line items on the invoice:

Column	Description
Code	The job code, material code, or labour code. Blank for free-text "Other" lines.
Quantity	The quantity being invoiced for this line.
Description	The line description. Auto-populated from the code but editable.
Unit of measure	The unit of measure for the line item.
Unit Price	The price per unit. Auto-populated from rate books but editable.
VAT code	The VAT code applied to this line.
VAT rate	The VAT percentage.
VAT amount	The calculated VAT for this line.
Order	The order reference this line relates to. Blank for non-order invoice lines.
Cost centre	The cost centre allocation for this line (from financial code allocations).
Account code	The account code allocation for this line.
Total	The total value for this line (quantity × unit price + VAT).

Totals

Below the lines grid, the Totals section shows the invoice value broken down by:

Job Codes: total value of job code lines.
Material Codes: total value of material code lines.
Labour: total value of labour code lines.
Other: total value of free-text lines not linked to a code.
Grand Total: the overall invoice total.

Editing an invoice

Invoices can be edited while they are at Draft status. You can:

Add lines: select the line type (Job Code, Material Code, Labour, or Other). Job Code and Material Code options use a code picker that respects the contract's code group. Labour uses the contract's labour code. Other allows completely free-text entry. See Add Lines to a Sales Invoice.
Edit existing lines: change quantity, unit price, description, VAT code, cost centre, or account code.
Remove lines from the invoice.

Non-billable job codes are automatically excluded from invoices and cannot be added manually.

Once an invoice is progressed beyond Draft, editing is restricted. A user with the appropriate security profile permission can still view the invoice in read-only mode.

Invoice lifecycle

Progress an invoice through the following statuses:

Draft: the invoice can be edited. Lines can be added, changed, or removed.
Awaiting Approval: the invoice has been submitted for review.
Approved: the invoice has been approved and is ready for finalisation.
Invoiced: the invoice is finalised. Triggers outbound integration if configured.
Exported: the invoice has been sent to an external system.
Paid: the invoice has been paid. Can be set via the UI or via the Paid Status API.

Exporting an invoice

Select Export on the invoice detail page to generate a CSV export containing all header fields and line details. The workflow opens on the Workflow Items details tab and the CSV file downloads automatically.

A security profile permission controls access to the Export function.

Generating invoice documents

Select View Documents on the invoice detail page to view or generate formatted invoice documents (for example, PDF invoices). Document generation uses message templates configured on the contract's Invoicing tab.

Generated documents also appear on the Documents tab of the related order.

Audit trail

Select the Audit tab on an invoice to view a full history of changes, including which fields were modified, by whom, and when.

Batch invoicing

When a contract is configured for batch mode, the system automatically creates batch invoices and adds orders to them as they reach Financially Complete status.

Automatic batches: created by the system. Orders are added automatically. The batch closes at the end of the financial period or when the maximum number of orders is reached, and a new batch is created.
Manual batches: created by users via Create on the dashboard. Used to separate specific orders into their own batch (for example, queried items removed from the automatic batch).

Automatic batches continue to generate even when open manual batches exist.

Moving orders between batches

If the contract has Allow Invoice Movement enabled, you can move an order from one batch to another:

Open the order in Orders > Order Management.
On the Summary tab, select Set Sales Invoice Batch.
In the popup, select the target batch invoice (only invoices at Draft status with an Open batch status are available).
Select Move.

All lines related to the order are removed from the current batch and added to the selected batch. The order status does not change. The action is recorded in the invoice audit trail.

You can only move an order if both the source and target invoices are at Draft status.

Removing an order from a batch invoice

To remove an order from a batch invoice entirely, select Remove on the order next to the invoice batch reference. This removes all lines for that order from the invoice and reverts the order to Work Completed status. The order will be re-added to the current open batch invoice if it is progressed to Financially Complete again.

Progressive invoicing (stage payments)

For contracts in single invoice mode, progressive invoicing allows you to raise invoices for partially completed work:

Open an order that is at Work in Progress, Work Completed, or Financially Complete status.
On the Summary tab, select Create Part Invoice.
Enter a description for the invoice.
The system creates an invoice with lines based on work completed since the last invoice.

Previously invoiced work (on invoices at Invoiced status or beyond) is excluded from the new invoice. Mark an invoice as the Final Invoice to progress the order to Invoiced status, or manually progress the order to create the final invoice automatically.

Progressive invoicing requires Allow Progressive Invoicing to be enabled on the contract.

Invoicing at quoted value

When enabled on the contract, the system defaults invoice line values to the quoted value rather than the actual completed value. This is useful for fixed-price contracts where the client pays the agreed quote regardless of actual costs.

Configuration

Ensure the legacy Invoice batching for sales orders setting in the top section is turned off. The two systems cannot be used together on the same contract.

Sales Invoicing is configured on the contract:

Go to Configuration > Organisation > Contracts and select the contract.
Select the Invoicing tab.
In the bottom section (Sales Invoicing), configure the settings.

Configuration settings

Sales Invoice Type: None (disabled), Single (one invoice per order), or Batch (multiple orders per invoice). This is the main switch that enables the functionality.
Default Sales Invoice Payment Term: the payment terms string shown on invoices.
Set Default Invoice Due Period in Days: the number of days added to the invoice date to calculate the due date.
Sales Invoice Prefix: a prefix for auto-generated invoice numbers (for example, "INV-").
Allow Progressive Invoicing: enables stage payments on this contract (single mode only).
Allow Invoice Movement: enables moving orders between batches (batch mode only).
Auto-close at Financial Period end: automatically closes batch invoices when the financial period ends.
Maximum number of orders: automatically closes a batch after this many orders are added.
Invoice at Quoted Value: defaults invoice lines to the quoted value.
Invoice Document Message Template: the message template used to generate formatted invoice documents.

Integration

Sales Invoicing provides outbound integration via the Message Bus. When an invoice changes status, the details are published to the message bus for consumption by external systems.

A Paid Status API is also available, allowing external systems to update an invoice to Paid status when payment is received.

Permissions

Access to Sales Invoicing features is controlled by security profile permissions. Administrators can control which users can:

View the Sales Invoices Dashboard.
Create invoices.
Edit invoices.
Export invoices.
Progress invoice statuses.