Invoice Details & Actions

Overview

The Invoice Detail page is your command center for a single invoice. From here, you can view the full invoice with line items and totals, send it to the renter, record payments, issue credits, download a PDF, and more.

To get here: Go to Billing → click any Invoice #. Or from a renter’s profile: Invoices tab → click an invoice.

What you can do

Action	When to use	Permanent?
Download PDF	Get a printable copy	—
Send Invoice	Email the invoice to the renter	No
Record Payment	Renter paid cash, check, or other	Yes
Issue Credit	Refund overpayment or courtesy credit	Yes
Process Refund	Return money on a refund invoice	Yes
Void Invoice	Cancel an invoice created in error (no payments)	Yes
Mark Uncollectable	Write off as bad debt	Yes

The invoice layout

Header

Shows your company info, the renter’s billing details, and key dates:

Field	What it shows
Invoice #	Unique number (e.g., INV-000015)
Invoice Type	Card on File, Manual, etc.
Date	When the invoice was created
Due Date	When payment is expected
Auto Charge Date	When the card will be charged (if applicable)

Status badges

Color-coded badges show the invoice type (Check-Out, Rent Payment, etc.) and payment status (Paid, Overdue, etc.). See the Invoices page for the full status reference.

Line items

Each charge on the invoice:

Column	Shows
Description	What the charge is for (rent, deposit, late fee, etc.)
Qty	Quantity
Unit Price	Price per item
Total	Line total

Totals

Line	Meaning
Subtotal	Sum of all line items
Tax	Tax based on your rate
Total	Final invoice amount
Paid	Amount already received
Balance Due	What’s still owed

Payment history

Below the invoice, you’ll see any recorded payments with the date, method, reference number, and amount.

Recording a payment

For cash, check, money order, or any manual payment:

1. Click Record Payment
2. Enter the amount (defaults to the full balance)
3. Select the payment method (Cash, Check, Money Order, Other)
4. Optionally enter a reference number (like the check number)
5. Verify the date
6. Click Submit Payment

The invoice updates immediately — if fully paid, status changes to “Paid.” If partially paid, it shows “Partial Paid.”

Tip: For checks, always enter the check number in the reference field. It makes reconciliation much easier.

Sending an invoice

Click Send Invoice to email it to the renter. You can review and edit the subject line and message before sending. Once sent, the invoice gets a green “Sent” badge.

Issuing a credit

If a renter overpaid, or you need to issue a courtesy credit:

1. Click Issue Credit (only available on paid invoices)
2. Enter the credit amount (cannot exceed the available balance)
3. Add a reference number and notes explaining why
4. Click Process Credit

A credit memo is created on the renter’s account. The credit can be applied to future invoices, refunded to their card, or settled manually.

Voiding an invoice

Use this when an invoice was created by mistake and should never have existed.

1. Click More menu (⋮) → Void Invoice
2. Enter a reason
3. Confirm

Important: You can only void invoices with no recorded payments. If payments exist, issue a credit or refund instead.

Marking as uncollectable (bad debt)

When a renter won’t pay and you need to write off the balance:

1. Click More menu (⋮) → Mark Uncollectable
2. Enter the reason
3. Confirm

The invoice is closed and the balance moves to your bad debt records in Accounting.

Choosing the right action

Situation	Action
Invoice was a mistake, no payments	Void
Renter overpaid	Issue Credit
Renter paid cash or check	Record Payment
Renter won’t pay, ever	Mark Uncollectable
Need to adjust the amount owed	Issue Credit or create a manual adjustment

Credit Memos tab

Click the Credit Memos tab on any invoice to see credits linked to it — both credits issued from this invoice and credits applied to it.

Common questions

Can I edit an invoice? No. Once created, invoices are permanent financial records. Use credits or adjustments instead.

What does “Payment Pending” mean? A card charge has been submitted to Stripe and is awaiting confirmation. Usually resolves in minutes.

Why can’t I void this invoice? It has recorded payments. Issue a credit or refund instead.

How do I apply an existing credit to this invoice? Credits are typically auto-applied. You can also apply them from the renter’s Credits tab.

What to read next

I want to…	Read this
Create a custom invoice	Creating a Manual Invoice
See all invoices	Invoices
Understand credits	Credits
See the renter’s full history	Renter Ledger