Invoices

Breeze’s invoice engine turns the work you already track — catalog items, time entries, and parts — into invoices you can issue, send, and collect on without leaving the platform. Open Billing → Invoices to get started.

Invoices are partner-scoped: you can invoice any of your customer organizations from one place.

The Invoice List

The list shows every invoice with its number, organization, status, issue and due dates, total, and outstanding balance. An Outstanding summary strip at the top totals what’s still owed across all invoices. Search by number or organization, filter by status, organization, or date, and sort by issued date, due date, total, or balance.

Invoice Statuses

Status	Meaning
Draft	Being assembled; not yet issued and not visible to the customer
Sent	Issued and delivered to the customer
Partially paid	One or more payments recorded, but a balance remains
Paid	Fully paid
Overdue	Past its due date with a balance remaining
Void	Cancelled; no longer collectible

Creating an Invoice

1. Go to Billing → Invoices and click New invoice.
2. Choose Assemble from work to pull in tracked time and parts, or Blank invoice to start empty.
3. Select the customer organization the invoice is for.
4. The invoice opens as a draft for editing.

Adding Line Items

The draft editor’s primary way to add lines is the shared catalog picker — start typing to search your Product Catalog by name or SKU, pick an item or bundle, and set the quantity. Catalog items use the customer’s per-customer price when one is set. You can also add a manual line with a custom description, quantity, and price for anything not in the catalog.

Line items can come from several sources: catalog items, bundles, tracked time entries, parts, recurring contracts, or manual entries. The running subtotal, tax, total, and balance update live as you edit.

Note

If your catalog is empty, the editor links straight to Product Catalog so you can add the items you sell.

Issuing and Sending

Issuing an invoice finalizes it: it assigns the next sequential invoice number (using your partner prefix and the current year), sets the issue and due dates, and generates the PDF. Sending emails the invoice to the customer.

1. Review the draft and confirm the line items and totals.
2. Click Issue to assign a number and lock the invoice.
3. Click Send to email it to the customer.

The issued-invoice view puts the balance due front and center, shows recorded payments, and offers a one-click PDF download.

Recording Payments

When a customer pays offline, record it against the invoice so the balance and status stay accurate. Payments collected online through Stripe are recorded automatically and badged Online.

1. Open the issued invoice.
2. Click Record payment.
3. Choose the method — cash, check, bank transfer, card, or other — and enter the amount, date, and an optional reference.
4. Save. The invoice moves to partially paid or paid automatically based on the remaining balance.

You can void a manually recorded payment if it was entered in error. Payments collected online through Stripe are reconciled from Stripe and can’t be voided by hand.

Voiding and Reissuing

If an issued invoice needs to be cancelled, void it with a reason. You can optionally reissue at the same time, which creates a fresh draft you can correct and issue anew — keeping the original on record for audit purposes.

PDF and Accounting View

Every issued invoice can be downloaded as a clean, single-page PDF to send or archive. The detail view also offers an accounting-oriented breakdown of subtotal, tax, total, payments, and balance.

Permissions

Invoice access is governed by role permissions: viewing requires invoice read access, creating and editing drafts requires invoice write access, and issuing, sending, voiding, and recording payments require invoice send access. Assign these through Settings → Users & Roles.

Related

• Product Catalog — the price list invoices pull from
• Recurring Contracts — generate invoices automatically on a schedule
• Online Payments — collect card payments online