The invoices list
Click Invoices in the sidebar to see all invoices in your organisation.Tabs
Filter the list by status using the tabs at the top:| Tab | What it shows |
|---|---|
| All | Every invoice regardless of status |
| Draft | Invoices created but not yet approved in Xero |
| Awaiting Approval | Invoices ready to be approved in Xero |
| Approved | Approved invoices awaiting payment |
| Paid | Fully paid invoices |
| Void | Invoices that have been voided in Xero |
| Deleted | Invoices that have been deleted |
| Error | Invoices with a creation or sync error that need attention |
Filtering and searching
- Search: free text search across invoice fields
- Sort: order by date or other fields
- Download: export all line items in your organisation as a CSV file
What each row shows
Each invoice row displays:| Column | Description |
|---|---|
| Date | The date the invoice was generated |
| To | The customer the invoice is addressed to |
| Number | The Xero invoice reference number |
| Amount (ex. tax) | The invoice total excluding tax |
| Xero Status | The current status in Xero |
| Sent | Whether the invoice has been sent to the customer |
Attention needed
When one or more invoices have errors or require action, an Attention Needed banner appears at the top of the Invoices page. Click View to navigate to the affected invoices. Individual invoice rows can also surface alerts and show more information:- Error prompt: shown when the invoice failed to create or sync correctly in Xero
- Negative amount prompt: shown when the invoice was deleted or voided after modification because there was no longer a chargebale amount
- Credit note prompt: shown when a credit note has been allocated to reduce the invoice’s balance
Invoice actions
Each invoice row has actions available based on its current status:- Create/Recreate invoice in Xero: re-sends the invoice to Xero, useful when an invoice errored on creation
- Modify invoice: adjust the invoice details
- Delete invoice: permanently removes the invoice (requires confirmation)
Creating an invoice
Invoices in Saasybill are always generated from subscription updates or renewals. Click New in the top right to open the new invoice form.
Select a subscription
Once a customer is selected, choose the subscription to update from the dropdown. If the customer has no applicable subscriptions, a message will appear.Click Next to continue.
Update units
Change the number of units on the subscription and select the appropriate proration behaviour.Click Confirm to update the subscription.
Updating the units here follows the same process as any other place in the app. See Subscriptions for more details.
What happens when you create an invoice
When you complete this flow:- The subscription is updated
- If there is a chargeable amount, an invoice is created and synced to Xero
- Any invoices created follow the subscription’s billing rules
Invoice due date and minimum invoice amount settings are configured in Company Settings and can be overridden at the subscription level. See Subscriptions for subscription-level overrides.
Invoice line items
Expand any invoice by clicking to show its line items. Each line item corresponds to a billable component of the subscription: the base plan amount, any add-ons, and any prorated charges from a mid-cycle unit change. See more details of any individual line item by clicking .