Invoice record
What it's for
An invoice record is one bill in full: the lines it charges for, what has been paid against it, what is still owed, and where it stands with your accounting system. It is where a billing question gets answered.
Reach it by opening any row on Customers → Invoices, or from the work order
that produced it. The route is /invoices/<invoice>.
Tabs
- Invoice — the lines and totals.
- Payments — what has been received, with Date, Method, and Amount.
- Activity — the audit trail: who changed what, when, and why.
Panels and controls
Fact strip
Bill to, Issued, Due, Linked WO, and Balance due.
Line items
Add line puts a charge on the invoice that was not on the job. Every added line takes a reason, and every price change takes a reason — Save adjustment will not commit without one. That is deliberate: an invoice that differs from the job it came from should always say why, because that is the question the customer will ask.
Side panels
- Payment — the Balance due, and Record payment to take one.
- QuickBooks — whether this invoice has reached your accounting system. Thermal runs beside your accounting, never inside it, so this panel is showing you the state of a hand-off rather than doing your books.
- Source — the work order or milestone the invoice was drafted from.
Approval
Submit for approval moves a prebill into review rather than sending it straight to the customer, where your shop has that step turned on.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Unit price | Dollars | Yes, to adjust a line | |
| Reason for adjustment | Free text | Yes, to adjust a line | The adjustment will not save without it |
| Description | Free text | Yes, per added line | What the customer reads |
| Kind | Pick a kind | Yes, per added line | |
| Quantity | A number | Yes, per added line | |
| Reason for adding this line | Free text | Yes, per added line | Recorded on the Activity tab |
| Payment amount | Dollars | Yes, to record a payment | |
| Payment method | Pick a method | Yes, to record a payment | |
| Received on | A date | Yes, to record a payment | |
| Reference | Free text — optional | No | Cheque number, transaction id, whatever you will search for later |
How to configure it
- Invoicing settings decide payment terms, numbering, and whether a prebill needs approval.
- Deposits settings decide whether a deposit can be requested against this invoice.
- Integrations settings decide whether the QuickBooks panel is connected at all.
- Job costing settings decide how this invoice's revenue lands against the job's margin.
Who can see it
This screen sits behind the Invoices area.
Owners, office managers and dispatchers can open it. Technicians cannot. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.