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Work with the invoices list

Maggie Shipley
Updated

Narrow the Invoices list to the invoice or client you are looking for, take the filtered view out as a CSV, and work the Unpaid tab into a prioritised follow-up list.

Find an invoice

  1. Go to Invoices.
  2. Click a tab to filter by payment status:
    • All for every invoice in the system
    • Unpaid for invoices with a balance, including Overdue
    • Paid for invoices settled in full
  3. Type into the Search box to narrow the tab further. Search matches Client ID, Client Name, Invoice Number and Invoice Amount.
  4. The page will update as you type.

Export the list to CSV or Excel

  1. Apply the tab and search filters that scope the list to the records you want. The export contains exactly what the filtered view contains.
  2. Click Export in the top-right corner. A CSV or Excel file downloads. The file includes all displayed columns, including Client ID and Due Date. There is no limit to the number of rows you can export.

Anyone who can access the Invoices tab can export the list.

Why the export follows the view

Export does not extract all invoices. It extracts the records visible in the current view, which means the active tab and any search term both shape the file. Two people exporting on the same day get different files if they were on different tabs. Scoping happens on screen, where you can see what you selected, rather than in an export dialog.

Export and batch download answer different questions. Export produces one file of invoice data, such as numbers, statuses and balances. Batch download produces the invoice PDFs themselves.

Triage unpaid invoices for follow-up

  1. Click the Unpaid tab. The count badge beside the label is the size of your collectible book.
  2. Sort the list oldest first so the longest-outstanding balances surface. The columns are sortable, so you can use Invoice Age, which shows the days since the invoice was sent, or Due Date.
  3. Work down from the top and decide a route for each invoice:
    • Never delivered: check delivery, then resend.
    • Delivered and simply late: send a collection statement.
    • Paid outside Aiwyn: record the payment.
    • Wrong amount: issue a credit adjustment.
    • Uncollectible: write off the balance.
  4. Note the Outstanding figure on each row so you chase the remaining balance, not the original invoice total.

You cannot record a follow-up action, owner or note against an invoice in the Invoices list. Track that work in your firm's follow-up process.

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