Invoice Feature Overview

Learn how to view and manage invoices

CoachVantage makes it a breeze to create and track invoices so that you can have more time for coaching clients!

Invoice Page Overview

To get to the Invoice Page, click 'Invoices' on the left menu.

On the Invoices Page, you'll see:

1. Create New Invoice

You can create a new invoice by clicking the 'Create New Invoice' button.

Refer to this article on "How to create Invoices" to learn more.

2. Look up Invoices

1. Search Bar

Enter the Invoice Number or Client Name in the search bar to find the desired invoice.

2. Date Range

View your invoices according to a date range by selecting the desired start date and end date.

3. Status

View invoices according to their status. Use the dropdown selector shown in the image below to select the status. For example, if you'd like to view Overdue invoices only, select 'Overdue' in the dropdown filter and only invoices with 'Overdue' status will be displayed.

3. Export Invoice Data

If you need to export all invoice data to your local drive, simply click "Export Data to CSV" on the top right of your Invoice page.

Note: The exported file type is .csv.

Can be read by Microsoft Excel, Open Office, Google Sheets, etc

4. All Invoices

Select the 'All' tab to view all invoices that have been created and sent to clients or that are in Draft status.

You'll be able to view Invoice Number, Invoice Date, Invoice Due Date, Amount and Status.

Managing Invoices

You can further manage your invoices by clicking the 3-dot button menu option beside your invoice entries:

1. View Details

Clicking on 'View Details' will open a page displaying more details of the invoice as shown below:

On the 'View Details' page. you can also select 'Record Payment' to manually input payment details made by your clients.

Tip: This feature is useful if your client makes 'offline' payments (such as cheque/cash/bank transfer), or if you have not integrated to the supported payment gateways (Stripe or PayPal).

For more information, refer to this article 'Creating invoices without Stripe/Paypal'.

Additionally, you may also resend the invoice to your client or print the invoice, by clicking on the respective icons as shown below:

2. Edit

The Edit button allows you to edit your invoices by bringing up the Edit Window. Make the desired changes and save the new invoice.

3. Cancel

If you'd like to cancel an invoice after it's been sent, you can select 'Cancel' to prevent any payment transactions for that invoice.

Clicking on the Cancel button would trigger a pop-up window asking for confirmation to cancel your invoice.

To undo any cancel invoice actions, simply edit the 'Cancelled' invoice and resend the invoice to your client.

4. Archive

It is not possible to permanently delete or remove invoices from your CoachVantage account once payment has been made. Instead, you can archive invoices so that they are no longer visible in the 'All' invoices tab.

Clicking on the Archive button would trigger a pop-up window asking for confirmation to archive your invoice.

5. Delete

You may delete invoices that are in 'Draft' status.

Clicking on the Delete button would trigger a pop-up window asking for confirmation to delete your invoice.

5. Recurring Invoice

Select the 'Recurring Invoice' tab to view all recurring invoice series that you have set up.

You'll be able to view Client Name, Frequency, Next Invoice Date, Amount, Remaining Invoice and Status.

Managing recurring invoices

You can further manage a recurring invoice series by clicking the 3-dot button menu option beside your invoice entries:

1. View Details

Clicking on 'View Details' will open a page displaying more details of the recurring invoice series, as shown below:

The 'Invoices Sent' card displays details of invoices that have already been sent to clients as part of this recurring invoice series.

2. Edit

The Edit button allows you to edit the recurring invoice series by bringing up the Edit Window. Make the desired changes and save the series.

3. Cancel

If the you wish to stop sending further invoices for this series, you may select 'Cancel' to prevent any future invoices from being sent to clients.

Clicking on the Cancel button would trigger a pop-up window asking for confirmation to cancel the recurring invoice series.

Note: A cancelled recurring series cannot be resumed. You will need to create a new recurring invoice series, if required.

6. Archived Invoices

Invoices that you've archived can be found on the 'Archived' tab..

You'll be able to view Invoice Number, Invoice Date, Invoice Due Date, Amount and Status.

Managing Archived Invoices

You can further manage your archived invoices by clicking the 3-dot button menu option beside your invoice entries. Managing of archived invoices is similar to what was mentioned above except for:

1. Unarchive

To move Archived Invoices back to the 'All' invoices tab, select 'Unarchive'

Clicking on the Unarchive button would trigger a pop-up window asking for confirmation to unarchive your invoice