Invoices list reference – Firm Help Center

Applies to Aiwyn Practice and Aiwyn Payments. Both use the same Invoices list. Firms on Aiwyn Payments don't see Draft Invoice and Reverse Invoice.

This page covers the tabs, search, columns, actions, bulk download and export on the Invoices list, for reading a row or checking what an action does before you use it.

Where the Invoices list appears

Location	How you get there	What it lists
Invoices	Invoices in the left sidebar	Every sent invoice for all clients
A client's record	Clients & Contacts, then the client, then the Invoices tab	That client's invoices only

Both locations use the same list. Sent invoices stay on the list as a permanent record and are never deleted automatically.

Tabs

Each tab shows the number of invoices it contains. Selecting a tab filters the list, and Search then narrows the results within that tab.

Tab	Shows
All	Every invoice, whatever its status. Its count is the Unpaid and Paid counts combined.
Unpaid	Invoices that aren't paid in full. This includes invoices with a status of Overdue.
Paid	Invoices paid in full

There's no separate tab for overdue invoices. To find them, look for Overdue in the Status column on the Unpaid tab.

Search and toolbar

Control	What it does	Details
Search	Narrows the list within the selected tab	Text matches the invoice number, client name or client ID. A date matches the due date. A number matches the amount or the outstanding balance exactly.
Clear filters	Removes the filters applied to the list	—
Export	Downloads the list as a CSV file	See "Export" below.

Columns

Columns are listed left to right.

Column	What it holds	Notes
Checkbox	Selects the invoice for bulk download	The checkbox in the header selects every invoice in the current view.
Invoice	The invoice number, for example 247	When the invoice has a PDF, the number is a link that opens the PDF in a new browser tab.
Status	Unpaid, Overdue or Paid	Set by Aiwyn from the due date and the outstanding balance. See Invoice status reference.
**Aiwyn Draft Invoice
(Aiwyn Practice Only)**	The ID of the draft invoice that generated this invoice	Select it to open the draft. Empty for invoices that weren't created in Aiwyn, such as invoices imported from your practice management system. Shown only to users who can view billing.
Client	The client's name	Select a column header to sort the list by that column, for example Client.
Client ID	Your firm's reference ID for the client	Use it to match invoices to your accounting system.
Due Date	The date the invoice is due	—
Invoice Date	The date on the invoice	—
Invoice Age	The invoice's age in days, for example "4 days"	[SME to confirm: whether age counts from the invoice date, the sent date or the created date, and whether it stops when the invoice is paid.]
Amount	The total invoice amount	Shown in the invoice's own currency.
Outstanding	The balance still owed	Zero for invoices paid in full. Goes down as payments, credits and write-offs are allocated to the invoice.
Actions	A three-dot menu of actions for the invoice	See "Actions" below.

Each column header has an options menu with Pin, Autosize This, Autosize All and Reset. You can move and resize columns, but you can't group the list. Aiwyn remembers your column layout in the browser you use. Other users, and your other devices, don't see your layout.

Actions

The actions you see depend on your permissions and on the invoice.

Action	What it does	Available when
View Invoice	Opens the invoice PDF in your browser	The invoice has a PDF
Resend Invoice	Opens a dialog listing the invoice's original recipients. You can add recipients, then email the invoice again.	The invoice has a PDF. See Resend an invoice and confirm delivery.
**View Aiwyn Draft Invoice
(Aiwyn Practice Only)**	Opens the draft invoice this invoice was created from	The invoice has an Aiwyn Draft Invoice value
Download Invoice	Downloads the invoice PDF	The invoice has a PDF
**Create Payment
(Aiwyn Practice Only)**	Opens a panel to record a payment against the invoice, with the client, the invoice and the outstanding amount filled in	Outstanding is more than zero. See Record a payment received outside Aiwyn.
Client Portal View	Opens the client portal in a new tab, as the client sees it	You have the Launch Client Portal View permission.
**Reverse Invoice
(Aiwyn Practice Only)**	Checks whether the invoice can be reversed, asks you for a reason, then reverses the invoice and any late fees on it and returns its work to a draft	The invoice has a linked draft invoice and is unpaid, or it's a zero-dollar invoice. You can't reverse invoices imported from your practice management system, or an invoice whose work is already on another draft. See How to change a sent invoice.

If an invoice has no PDF, View Invoice, Download Invoice and Resend Invoice are unavailable, and a tooltip explains why.

Bulk download

Item	Detail
How to start	Select the checkbox next to each invoice, or the header checkbox for every invoice in the current view. A toolbar appears showing how many invoices are selected.
Control	Download [N] Invoice(s)
One invoice selected	The PDF downloads straight away.
Several invoices selected	You confirm the download. Aiwyn builds a zip file of the PDFs in the background and emails you a link to it.
Limits	The download isn't available if any selected invoice has no PDF.

Export

Item	Detail
Control	Export, in the top-right corner of the list
Format	CSV or Excel file
Contents	The invoice records in the current view, after you apply a tab and Search.
Columns	All included in your current view
Row limit	All included based on any added filters

Defaults and limits

The list opens on the Unpaid tab.
Invoices are sorted with the most recently due first.
The list loads more invoices as you scroll.
You can't edit a sent invoice from the list. See How to change a sent invoice.
A reversed invoice is removed from the list.

Work with the invoices list
Invoice status reference
Open and download invoice PDFs
Resend an invoice and confirm delivery
Record a payment received outside Aiwyn
How to change a sent invoice
How an invoice is issued and delivered
Transactions list reference
Data warehouse field reference: Invoices