WemoticsDocumentation

Finance

Invoices

Managing workshop invoices

The Invoices page in Finance provides one place to manage all invoices generated from workshop Jobs.

Here you can

  • See which Jobs have already been invoiced.
  • Find Jobs for which an invoice has not yet been created.
  • Track invoice payment status.
  • Check which invoices have already been provided to accounting.
  • Download, email, or delete invoices.

Invoice Summary

Overview of invoicing and payments

A summary at the top of the page provides an overview of invoices and customer payments.

  • Total Invoiced — the sum of all invoice amounts within the selected period. The number of invoices created is shown below the total.
  • Collected — the total amount received for fully settled invoices. The number of Paid invoices is shown below the total.
  • Outstanding — the total unpaid amount across all invoices. The number of pending invoices is shown below the total.
  • Needs Attention — the number of invoices that have been created but have received no payments. These invoices may require review or follow-up with the customer.

Invoice Documents

All generated invoices in one place

The Invoice Documents section contains all invoices generated in the system.

For each invoice, the list shows

  • Invoice number.
  • Vehicle registration number, make, and model.
  • Customer.
  • Total invoice amount.
  • Payment status.
  • Invoice date.
  • Available actions.

All Invoices and Not Invoiced

Switching between invoiced and uninvoiced Jobs

The list can be switched using two options

  • All Invoices — shows invoices that have already been generated.
  • Not Invoiced — shows Jobs for which an invoice has not yet been created. From this list, you can select a Job and generate its invoice.

The Not Invoiced option makes it easy to identify completed or ongoing Jobs that still need to be invoiced without opening each Job Card individually.

Filter by Period

Filtering invoices by accounting period

Select All Time to open the Filter by Period menu.

Available options

  • This Month.
  • Last Month.
  • This Quarter.
  • Last Quarter.
  • All Time.
  • Custom Range.

Select Custom Range to specify a particular date interval.

Filtering by Payment Status

Showing invoices by payment status

Invoices can be filtered according to their payment status

  • All — shows invoices with every payment status.
  • Paid — shows invoices that have been paid in full.
  • Partial — shows invoices that have only been partially paid.
  • Unpaid — shows invoices for which the invoice amount has not yet been paid.

The payment status is also displayed in the Status column of each invoice row.

Sent and Not Sent

Tracking invoices provided to accounting

The Sent and Not Sent status is used to indicate whether an invoice has already been provided to the workshop's accountant.

Available options

  • All — shows all invoices regardless of their accounting delivery status.
  • Not Sent — shows invoices that have not yet been marked as provided to accounting.
  • Sent — shows invoices that have already been marked as provided to accounting.

This status makes it easy to distinguish invoices that have already been handed over for bookkeeping from those that still need to be submitted.

Marking an invoice as Sent is an accounting tracking action. It is not the same as sending the invoice to a customer by email.

Bulk Invoice Actions

Working with several invoices at once

Use the checkboxes to select multiple invoices. The checkbox in the table header selects all invoices currently shown in the list.

After invoices are selected, an action bar appears at the bottom of the page. It shows the number of selected invoices and provides the following actions

  • Mark as sent — marks the selected invoices as provided to accounting.
  • Send Email — sends the selected invoices by email.
  • Download ZIP — downloads all selected invoices together in a ZIP archive.
  • Clear — clears the current invoice selection.

This is especially useful when preparing a large number of invoices for an accountant. The required invoices can be selected and downloaded together instead of processing each document separately.

Search

Finding a specific invoice

Use the Search invoices... field to quickly find a specific invoice without manually browsing through all records.

Invoices can be searched using the invoice information or details related to the associated Job.

Individual Invoice Actions

Quick actions on each invoice row

Quick actions are displayed on the right side of every generated invoice row.

These actions allow you to

  • Mark the invoice as sent.
  • Download the invoice document.
  • Refresh the invoice document.
  • Delete the invoice.
  • Open the associated Job Card.

The arrow on the right opens the Job Card where the invoice was created, providing direct access to the original repair Job and all related information.