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Invoicing is one of the major features of ProfitTrain and a view you will come quite familiar with.

Just like To Dos and Balance Sheet, this is a client specific view. You need to select the client on the left side of the ProfitTrain window and then you will see invoices for only that client.

Editing Invoices

If you like you can also jump right in and create a blank invoice from scratch. While in the Invoices view click on New to create a new blank invoice and bring up the edit sheet. Inside the sheet you can add line items and edit a custom message.

After building your invoice you may notice its status is "Open". In ProfitTrain an invoice status can be:

  • Estimate - similar to open invoices, however says "Estimate" on the PDF instead
  • Open - an invoice that has not been sent to the client
  • Published - has been sent off to the client
  • Paid - has been paid in full

Publishing Invoices

After you are satisfied with your "Open" invoice and are ready to send it off to the client click on the publish button in the bottom toolbar.

Publish Window

Publishing an invoice will give you an opportunity to set the sent date and the due date as well as do a few special things such as generating a charge transaction for this invoice and converting line items to expenses if needed.

In the publish window you can optionally choose a publish action such as emailing the PDF to the client or sending it off to the printer. You can perform these same actions after publish as well by clicking the publish button while viewing an invoice that has already been published.

Publish Actions After

Recording Payments

After receiving your invoice the client has sent you a check. To store this payment, bring up the invoice and in the bottom toolbar the payment button will now be enabled. Use it to enter in a payment date, amount and note (such as the check number they paid with). The payment will be stored in the balance sheet and the invoice will be updated to a "Paid" status if payment was in full. If the payment was a partial payment the invoice will be updated with that info and totals will now show the amount paid and amount still due.

While you can enter in a "raw" payment right on the balance sheet, doing it under the invoice makes the connection that this payment was in reference to this invoice. This connection allows the invoice to show "Total Paid".

This is the typical workflow of invoicing and tracking payments. To get a history of your client's transactions you can view and edit the balance sheet directly.