The Invoices list view supports several view toggles across the top of the screen (above the colored count tiles). Each toggle reorganizes the count tiles and visible columns for a different focus area.

View Toggles (top of screen)

Default Count Tiles

With the Default toggle selected, six colored count tiles display the primary invoice filters. Each tile shows a record count and filters the list when clicked.

Search and filter the Invoices list using the search field, saved-filter dropdown, list-scope chips, and Advanced Filter.

Search Field (top-left)

Search for a specific client account name, stage, job ID, or invoice ID number.

Saved-Filter Dropdown

Next to the search field, the saved-filter dropdown (default label All Invoices) lets you select a saved Advanced Filter to apply to the list.

List-Scope Chips

The chips along the top of the table (e.g., All (1263), Pending (34), Advanced Filter) set the list scope independently of the count-tile filters.

Apply advanced filtering criteria to segment invoices by multiple fields. Combine filters to create precise invoice lists for reporting and collection management. Access Advanced Filter from the filter icon in the list view.

Search Operators Quick Reference:

Text & Lookup Fields:

Amount & Date Fields:

Checkbox Filters:

Perform operations on single or multiple invoices including batch processing, generating reports, exporting data, and accessing sales analysis tools.

The Invoices list displays key information in columns. Visible columns vary by view toggle (Default, Due, Stage, Accounting, Status). Click any column header to sort the list by that field. Several columns combine multiple values stacked vertically within one cell.

Quick actions and tools available from the Invoices list view toolbar for creating invoices, managing records, generating reports, and exporting data.

The top of the Selected Invoice displays five button actions for managing the invoice's send status, payment status, accounting state, stage, and access to additional options.

The Options button opens a menu of additional actions available on the selected invoice.

Used to view associated items to be invoiced. Line items pull from the linked Job or Quote and display quantity, rate, and balance information.

Details mode displays the invoice's header information — client/job reference, identifiers, dates, terms, tax settings, description, and archive flag.

Payments mode tracks all payments and credit applications against the invoice. Each row represents a transaction linked to this invoice.

Payment Columns

Payment Actions

Address and phone searches are not available in the Invoices list view Quick Search for performance reasons. Use the global Search feature instead.

To search by address, phone, or email:

1. Click the Workflow icon in the top navigation bar
2. Select Search
3. Enter your search term (address, phone number, or email)
4. Click Phone / Email / Address to search across all records
5. Or click Invoices to search only within invoice records

For walk-in customers who purchase and pay immediately, use the streamlined point-of-sale process that creates both the invoice and payment record in one action:

1. Navigate to the job record.
2. From the Invoice tile, select New Invoice.
3. Select the billing amount (typically 100% for point-of-sale transactions).
4. Instead of selecting Confirm, select the Payment button.
5. In the transaction wizard, select the payment method (cash, credit card, check, etc.).
6. Select the bank account where funds will be deposited (if configured).
7. Select Done to create both the invoice and payment simultaneously.

This creates the invoice and records the payment in a single transaction, ideal for over-the-counter sales where the customer pays immediately for materials or services.

Down payments are used to collect deposits before work begins. TRUE automatically stores the down payment as a credit to be applied to the final invoice:

1. From the job record, select the Down Payment button (not the Invoice tile).
2. Enter the down payment amount (typically 50% of the job total) or percentage.
3. Select Confirm to create the down payment invoice.
4. If the customer is paying immediately, select Payment instead of Confirm to record both the down payment invoice and payment together.
5. Generate the e-form from Options > E-Form to email or print the down payment invoice for the customer.
6. If payment is not received immediately, send the down payment invoice to request payment before starting work.

The down payment is stored as a customer credit and will automatically apply to the final invoice when you create it. The Invoice tile will display the down payment amount separately from the uninvoiced balance.

Credits can only be added from a Final Invoice (not a Down Payment Invoice). From the Final Invoice, follow the Credit workflow to reduce the sell price.

The Credit will then reflect against the Job's invoiced amount.

A Down Payment Invoice does not recognize revenue — it's effectively a held deposit. To recognize revenue, create a Final Invoice on the Job.

Marking the Down Payment Invoice as Paid and adding the payment in the wrong order can also cause display issues on the Job summary; always apply the payment as the last step.

When you create the final invoice for a job that has a down payment, TRUE automatically applies the down payment credit without requiring any manual steps:

1. After completing the work, navigate to the job record.
2. From the Invoice tile, select New Invoice.
3. TRUE automatically detects the down payment and displays it as a credit being applied to the invoice.
4. Select the billing amount (typically 100% to bill for all remaining work).
5. Review the invoice in the Details section to verify the down payment credit is applied correctly.
6. Generate the e-form to show the customer the job subtotal, the down payment credit, and the remaining balance due.

The final invoice e-form will show the full job total, subtract the down payment already received, and display only the remaining balance due. No additional buttons or actions are required to apply the down payment—TRUE handles this automatically based on the job association.

Progress billing allows you to invoice customers incrementally as work is completed, either by percentage complete or by dollar amounts:

1. From the job record, select New Invoice from the Invoice tile.
2. Choose billing method: Percent Complete or Dollar Amount.
3. For percentage billing, enter the percentage complete for each line item (e.g., 25% complete on Line Item A, 50% complete on Line Item B).
4. For dollar amount billing, enter the specific dollar amount to bill for each line item.
5. Select Confirm to create the progress invoice.
6. Generate the e-form to send to the customer showing the current billing amount.
7. Repeat this process for subsequent progress invoices until the job is 100% billed.

The Invoice tile on the job record displays the total invoiced amount versus the uninvoiced balance, making it easy to track billing progress. You can switch between percentage-based and dollar amount billing methods for different invoices on the same job as needed.

Approving invoices creates a handoff between the sales team and the accounting team. The approval process flags records for accounting to create journal entries and post to the financials:

1. After creating an invoice (and payment if applicable), the accounting status shows as Unapproved.
2. From the invoice record or the Invoices module list view, select Approve Entry.
3. The accounting status changes to Pending Entry, indicating the invoice is ready for accounting to process.
4. Accounting team members can filter the Invoices module by Pending status to find all approved invoices.
5. The accounting team then creates journal entries using Accounting > Create Entries.
6. Journal entries are posted to the financials, which updates accounts receivable and revenue accounts.

In TRUE, an invoice's payment status and accounting approval status are tracked independently. An invoice can be fully paid (payment received and recorded) while its accounting status remains Unapproved — meaning accounting has not yet approved it for journal entry creation or posting to the General Ledger.

Why This Happens:

• The sales team created the invoice and recorded a payment from the customer
• The invoice status updated to Paid based on the payment received
• No one has selected Approve Entry to flag the invoice for accounting processing

How to Resolve:

1. Open the invoice record and verify the payment details are correct
2. Select Approve Entry from the invoice actions
3. The accounting status changes to Pending Entry
4. Accounting can then create journal entries using Accounting → Create Entries to post to the financials

Use the Advanced Filter → Accounting → Unapproved to find all invoices (including paid ones) that still need accounting approval. This helps ensure no revenue goes unrecorded in your financial statements.

The invoice wizard offers two billing methods when creating invoices, allowing you to choose the approach that best fits your workflow:

Percentage-Based Billing:

• Enter a completion percentage for each line item (e.g., 50% complete).
• TRUE automatically calculates the dollar amount by multiplying the line item total by the percentage.
• Ideal for progress billing on fixed-price contracts where you bill based on work completion.
• Example: A $10,000 line item at 50% complete automatically bills $5,000.

Dollar Amount Billing:

• Enter the specific dollar amount to bill for each line item without percentages.
• Ideal for time and materials (T&M) work, service billing, or billing specific quantities.
• Example: Bill $2,750 for materials and $1,500 for labor as specific amounts.

Both methods calculate subtotals, apply taxes, and generate invoice totals automatically. You can switch between methods for different invoices on the same contract or job as needed.

TRUE supports two different billing methods based on contract type and customer requirements:

Standard Invoices:

• Standard sales invoices without retention amounts.
• Used for direct billing of completed work, service agreements, and T&M contracts.
• Support percentage or dollar amount billing methods.
• Ideal for residential work, service jobs, and contracts without retention requirements.
• Customer receives the full invoiced amount (minus taxes) without retention holdback.

Payment Requests (AIA-Style Billing):

• Formal construction progress billing using G702/G703 AIA formats.
• Track retention amounts held back from each payment (typically 5-10%).
• Support stored materials, change orders, and detailed line item tracking.
• Required for commercial construction contracts and projects with retention.
• Generate formal AIA documents (Application for Payment and Continuation Sheet).

Invoices can be created from two locations in TRUE, and understanding when to use each helps streamline your workflow:

From Within a Contract (Financial Mode > Invoicing):

• Use when working within a specific contract context and billing for that contract's work.
• Access the contract's Schedule of Values, line items, and billing history directly.
• Best for contract-specific billing where you're already reviewing the contract details.
• Invoices created here automatically appear in the standalone Invoices module.

From the Standalone Invoices Module:

• Use for accounts receivable management, aging reports, and system-wide invoice visibility.
• Access all invoices across all contracts, jobs, and customers in one location.
• Run batch operations, aging reports, payment tracking, and collection management.
• Filter and search across all invoices for specific customers, date ranges, or status.
• Best for AR teams, batch operations, and cross-contract invoice management.

Both interfaces access the same invoice records and maintain automatic synchronization. Choose based on your current workflow—use contract invoicing when focused on a specific project, and use the standalone module for broader AR management and reporting.

Yes, TRUE allows you to use different billing methods for each invoice on the same job or contract. The billing method is selected each time you create a new invoice, giving you flexibility based on the situation:

1. When creating an invoice, you'll see the option to select Percent Complete or Dollar Amount.
2. Choose the method that best fits the current billing scenario.
3. For example, use percentage billing for the first progress invoice (25% complete), then switch to dollar amount billing for the final invoice to bill specific remaining amounts.
4. TRUE tracks all billing methods and calculates the remaining uninvoiced balance automatically regardless of which method you use.

This flexibility is useful when your billing approach changes mid-project, such as starting with percentage-based progress billing and finishing with specific dollar amounts for punch list items or final adjustments.

TRUE supports different invoicing approaches depending on whether you're billing for service work or contract-based projects:

Service Jobs (Non-Contract Work):

• Create invoices directly from the job record using the Invoice tile.
• Use dollar amount billing to enter specific charges for labor, materials, and services.
• Ideal for repair work, maintenance, small installations, and point-of-sale transactions.
• Often billed 100% upon completion with immediate payment using the Payment button during invoice creation.
• No Schedule of Values required—add line items manually as needed.

Contract/Project-Based Work:

• Create invoices from the contract's Financial Mode > Invoicing section.
• Use percentage-based billing tied to the Schedule of Values for progress invoicing.
• Track completion percentages, down payments, and multiple progress invoices.
• Support change orders, retention, and formal AIA billing if configured as Payment Requests.
• Ideal for new construction, commercial projects, and multi-phase installations.

Choose the approach based on your project type and customer requirements. Service work typically uses simpler, dollar-based billing, while contract work leverages Schedule of Values and percentage completion tracking.

The invoicing approach varies based on whether your contract is time and materials or fixed-price:

Time and Materials (T&M) Billing:

• Use dollar amount billing to enter actual costs incurred.
• Bill for hours worked multiplied by hourly rates plus materials at cost (or with markup).
• Add line items for labor, materials, equipment, and other costs as specific dollar amounts.
• Create invoices weekly, monthly, or upon completion based on contract terms.
• No need for percentage completion—bill for actual work performed and materials used.

Fixed-Price Billing:

• Use percentage-based billing tied to the Schedule of Values.
• Bill based on percentage of work completed for each line item (e.g., 25%, 50%, 75%, 100%).
• Total contract value is fixed regardless of actual time or materials used.
• Often includes down payment (50%) and progress invoices at defined milestones.
• Ideal for new construction, installations, and projects with defined scope and deliverables.

Select the billing method that matches your contract type when creating each invoice. TRUE supports both approaches and can even mix them on the same job if needed (though this is uncommon).

If you are using Pay Requests (AIA billing on a contract), retainage is handled through the Bill Retainage batch action in the Contracts module — see the Contracts article for that workflow. The information below applies only to standard invoices.

On a standard invoice, retainage is a display-only feature on the PDF eForm your customer receives. It does not create a separate billing record — the Bill Retainage checkbox controls what appears on the eForm:

• Unchecked: The eForm shows retainage as a held amount not included in the amount due. Use this when billing for work but retainage has not yet been released.
• Checked: The eForm includes only the retainage total as the billed amount. Use this when you are ready to bill for the retainage release.

Toggle this checkbox before generating (or regenerating) the Invoice eForm. If a customer pays only the amount less retainage, there will be at least two payments that total to the full invoice amount — the initial payment for the work less retainage, and a later payment for the retainage release.

TRUE offers flexible accounting options depending on your organization's needs. QuickBooks integration is optional, not required—you can choose the approach that works best for your business:

TRUE integrates with QuickBooks Online to automatically synchronize invoice and payment data. The sync process maintains linkage between systems and keeps accounting records current:

1. Create an invoice in TRUE and mark it as Sent (or approve it for accounting).
2. The invoice syncs to QuickBooks as a customer invoice with all line items, amounts, taxes, and customer information.
3. Record payments in TRUE—they automatically sync to QuickBooks as customer payments applied to the invoice.
4. TRUE maintains the QuickBooks Invoice ID to link records between systems.
5. Check sync status in the invoice Details Mode under QuickBooks Sync Status.
6. If sync errors occur, click the sync status to view detailed error messages and troubleshoot.

The Historical flag prevents invoices from syncing to QuickBooks. This is critical during TRUE implementation to avoid duplicating invoices that already exist in QuickBooks from your previous system:

When to Flag Invoices as Historical:

• During TRUE implementation when migrating existing invoices that are already in QuickBooks.
• For invoices created in your previous system before going live with TRUE.
• When importing historical accounts receivable data for reporting purposes only.
• For any invoice that should NOT sync to QuickBooks because it already exists there.

How the Historical Flag Works:

• Mark an invoice as Historical in the invoice Details Mode or during import.
• Historical invoices appear in TRUE for reporting and reference but never sync to QuickBooks.
• The invoice displays in TRUE aging reports and customer account history.
• Once flagged as Historical, the invoice cannot be synced—this prevents accidental duplication.

Set a cutoff date during implementation (e.g., January 1st)—all invoices before this date should be flagged as Historical, and only new invoices created after go-live should sync to QuickBooks.

The Approve Sync workflow creates an approval step before invoices and payments sync to QuickBooks. This is useful when sales teams create invoices but accounting teams control QuickBooks synchronization:

Standard Workflow (No Approval Required):

1. Sales team creates invoice and marks as Sent.
2. Invoice automatically syncs to QuickBooks (if automatic sync is enabled).
3. No approval step—invoices sync immediately upon meeting sync criteria.

Approve Sync Workflow (Approval Required):

1. Sales team creates invoice—sync status shows as Pending Approval.
2. Accounting team reviews invoices and selects Approve Sync for verified records.
3. Only approved invoices sync to QuickBooks, maintaining accounting control.
4. Accounting can reject or request corrections before approving sync.
5. Filter invoices by Pending Approval status to find records awaiting review.

Product and service mapping ensures invoice line items sync to the correct income accounts in QuickBooks. Proper mapping is essential for accurate financial reporting:

1. Navigate to Company Preferences or QuickBooks Settings in TRUE.
2. Access the Product/Service Mapping section.
3. For each TRUE product or service, select the corresponding QuickBooks Product/Service Item.
4. Map products to the correct income accounts (e.g., "Labor Income," "Materials Income," "Installation Income").
5. Set default tax codes for each product/service to ensure proper sales tax calculation.
6. Test the mapping by creating a test invoice and verifying it appears correctly in QuickBooks.
7. Update mappings if your product catalog changes or if you add new QuickBooks income accounts.

Customer mapping links TRUE customer records to QuickBooks customer records, ensuring invoices post to the correct customer accounts:

Automatic Customer Matching:

• TRUE attempts to auto-match customers based on customer name.
• If a TRUE customer name exactly matches a QuickBooks customer, they link automatically.
• Review auto-matches during implementation to verify accuracy.

Manual Customer Mapping:

1. Open the customer record in TRUE.
2. Navigate to the QuickBooks or Integrations section.
3. Select the corresponding QuickBooks customer from the dropdown.
4. Save the mapping—all future invoices for this customer sync to the linked QB customer.
5. If the customer doesn't exist in QuickBooks, TRUE can create the customer during first invoice sync.

Proper customer mapping is critical—invoices synced to the wrong QuickBooks customer require manual correction in QuickBooks and can cause accounts receivable discrepancies.

Sync errors occur when QuickBooks rejects an invoice due to missing information, mapping issues, or data conflicts. Follow these troubleshooting steps:

1. Open the invoice in TRUE and check the QuickBooks Sync Status field in Details Mode.
2. Click the sync status (if it shows "Error") to view the detailed error message from QuickBooks.
3. Read the error message carefully—it typically explains exactly what's missing or incorrect.
4. Common errors and fixes:
   • Customer not found: Map the TRUE customer to a QuickBooks customer
   • Product/service not found: Map the TRUE product to a QuickBooks item
   • Invalid tax code: Verify tax code mapping in QuickBooks settings
   • Duplicate invoice number: Invoice number already exists in QuickBooks
   • Missing required field: Complete all required fields in the invoice
5. Correct the issue in TRUE or QuickBooks as indicated by the error.
6. Retry the sync by selecting Sync to QuickBooks from the invoice actions.
7. If errors persist, contact your TRUE administrator or QuickBooks integration support.

TRUE supports both automatic and manual QuickBooks synchronization. The best approach depends on your workflow and accounting team preferences:

Automatic Synchronization:

• Invoices sync to QuickBooks automatically when marked as Sent or approved.
• Payments sync immediately when recorded in TRUE.
• Benefits: Real-time accounting updates, reduced manual work, faster accounts receivable posting.
• Best for: Organizations with accurate data entry, properly configured mappings, and high trust in sales team invoice creation.
• Risk: Errors sync immediately and may require corrections in QuickBooks.

Manual Synchronization:

• Accounting team manually triggers sync for selected invoices after review.
• Filter invoices by Not Synced status to find records ready for sync.
• Select invoices and use Batch QuickBooks Sync action.
• Benefits: Accounting oversight before QuickBooks posting, ability to correct errors before sync.
• Best for: Organizations during TRUE implementation, multiple divisions with varying data quality, or strict accounting controls.
• Drawback: Requires daily accounting team action to sync invoices, creating a manual workflow step.

Many organizations start with manual sync during implementation and transition to automatic sync once processes stabilize and data quality improves.

Batch synchronization allows accounting teams to sync multiple invoices to QuickBooks in a single operation, streamlining end-of-day or weekly accounting workflows:

1. Navigate to the Invoices module list view.
2. Use Advanced Filters to find invoices ready for sync:
   • Filter by QuickBooks Sync Status = Not Synced
   • Filter by date range (e.g., today's invoices)
   • Filter by division or user if needed
3. Select individual invoices using checkboxes, or use Select All to select the entire filtered list.
4. Click the Batch Actions button and select Batch QuickBooks Sync.
5. TRUE syncs all selected invoices to QuickBooks sequentially.
6. Review the sync results—successful syncs show Synced status, errors show Sync Error.
7. Address any sync errors individually and retry failed invoices.

TRUE's primary QuickBooks integration is with QuickBooks Online. QuickBooks Desktop integration is limited or not supported depending on your TRUE configuration:

QuickBooks Online Integration:

• Full real-time API integration with automatic synchronization.
• Invoices, payments, customers, and products sync bidirectionally.
• Sync status visible in TRUE for each invoice and payment.
• Error messages from QuickBooks appear directly in TRUE for troubleshooting.
• Recommended integration method for most TRUE implementations.

QuickBooks Desktop:

• Limited or no direct integration depending on TRUE version.
• May require manual export/import workflows or third-party middleware.
• Consult with TRUE support to determine available Desktop integration options.
• Consider migrating to QuickBooks Online for full TRUE integration benefits.

If your organization currently uses QuickBooks Desktop, discuss migration options with your TRUE implementation team to leverage the full integration capabilities.

Recording payments in TRUE updates the invoice balance, changes the invoice status, and creates payment records for accounting integration:

1. Open the invoice from the Invoices module list view or from the job record.
2. Navigate to the Payments Mode tab.
3. Click Record Payment.
4. Enter the payment amount (can be partial or full payment).
5. Select the payment method: Check, Cash, Credit Card, ACH/Bank Transfer, Wire Transfer, or Other.
6. Enter the payment date (typically today's date or the date the check/payment was received).
7. Enter the reference or check number in the Reference/Check Number field for tracking.
8. Select the bank account where funds will be deposited (if configured).
9. Add any notes about the payment in the Payment Notes field.
10. Click Save to record the payment.

The invoice balance and status update automatically. If the payment equals the outstanding balance, the status changes to Paid. Partial payments change the status to Partially Paid. Payments sync to QuickBooks automatically if integration is enabled.

TRUE supports all common payment methods for tracking how customers pay their invoices:

• Check: Traditional paper checks—enter the check number in the reference field for tracking and bank reconciliation.
• Cash: Cash payments received in person—track which team member received the payment in the notes field.
• Credit Card: Credit card payments processed through payment processors or manually entered—include last 4 digits of card in notes if needed.
• ACH/Bank Transfer: Electronic bank-to-bank transfers—enter the ACH transaction ID or confirmation number in the reference field.
• Wire Transfer: Wire transfer payments—include wire confirmation number for tracking.
• Other: Any other payment method not listed—describe the method in the payment notes.
• Credit Application: Apply existing customer credits or credit memos to reduce the invoice balance.

The payment method selected affects reporting and helps with cash management tracking. Always enter reference numbers (check numbers, transaction IDs, etc.) to aid in bank reconciliation and audit trails.

If you mark an invoice as Paid before adding the payment, the Job's paid-amount calculation can become inconsistent. Always add the Payment first, which will mark the invoice paid as a side effect.

If the issue has already occurred, contact Support to correct the Job record.

Navigate to the Directory workflow and select the Client tab. Select one or more Clients (batch selection supported), then generate the Client Statement from the available report options.

The Statement will reflect outstanding balances for the selected client(s).

TRUE fully supports partial payments and automatically tracks the remaining balance:

1. Open the invoice and navigate to Payments Mode.
2. Click Record Payment.
3. Enter the partial payment amount (less than the total invoice amount).
4. Complete payment details (method, date, reference number) and save.
5. The invoice status automatically changes to Partially Paid.
6. The Outstanding Balance field shows the remaining amount due.
7. When subsequent payments are received, repeat the process until the invoice is paid in full.

All partial payments display in the Payments Mode tab showing the payment history. The invoice remains in Partially Paid status until the total of all payments equals the invoice total, at which point it automatically changes to Paid.

Yes, payments can be edited or deleted if they were entered incorrectly, but accounting status affects what changes are allowed:

Before Posting to Accounting:

• If the payment has not been posted to TRUE Accounting or synced to QuickBooks, you can freely edit or delete it.
• Open the invoice, go to Payments Mode, and click the payment to edit.
• Modify the payment amount, method, date, or reference number as needed.
• To delete, select Delete Payment from the payment actions.
• The invoice balance automatically recalculates when payments are edited or deleted.

After Posting to Accounting:

• Once a payment has been posted to the general ledger or synced to QuickBooks, editing or deleting may be restricted.
• Contact your accounting team or TRUE administrator to reverse posted payments.
• Reversals typically require creating a reversing journal entry rather than deleting the payment record.
• This preserves audit trails and maintains accounting integrity.

TRUE can generate professional payment receipts to provide customers with proof of payment:

1. Open the invoice and navigate to Payments Mode.
2. Locate the payment in the payment history list.
3. Click the payment to view payment details.
4. Select Print Receipt to generate a PDF receipt showing:
   • Payment amount and date
   • Payment method and reference number
   • Invoice number and customer information
   • Remaining balance (if any)
   • Company branding and contact information
5. To email the receipt, select Email Receipt and enter the customer's email address.
6. The receipt is automatically attached and sent to the customer.

Payment receipts are particularly useful for cash and check payments where customers need immediate proof of payment. Receipts can also be generated retroactively for any payment in the payment history.

Yes, TRUE supports multiple payments on a single invoice, each with different payment methods. This is common when customers split payments between payment methods:

Common Scenarios:

• Customer pays part by check and part by credit card.
• Customer makes an initial partial payment, then pays the remaining balance weeks later.
• Customer pays most of the invoice then applies a credit memo for the rest.
• Down payment (paid earlier) is applied, and customer pays the remaining balance with a different method.

Recording Multiple Payments:

1. Record the first payment using Record Payment in Payments Mode.
2. The invoice status changes to Partially Paid and shows the outstanding balance.
3. When the second payment is received, click Record Payment again.
4. Enter the second payment amount and select the different payment method.
5. All payments display in the payment history with their individual payment methods and dates.
6. When the sum of all payments equals the invoice total, the status automatically changes to Paid.

Each payment records separately for accurate cash management tracking. Payment reports show the breakdown by payment method, helping with bank reconciliation and deposit tracking.

When a customer pays more than the invoice amount, TRUE records the overpayment and provides options for handling the excess:

Recording the Overpayment:

1. Record the payment for the actual amount received (even if it exceeds the invoice total).
2. TRUE calculates the overpayment amount automatically.
3. The invoice status changes to Paid since the balance is satisfied.
4. The excess amount creates a customer credit on the customer's account.

Handling Options for Overpayments:

• Apply to Future Invoices: The credit automatically appears as available credit when creating the customer's next invoice.
• Refund the Customer: Issue a refund check or credit card refund for the overpayment amount.
• Leave as Account Credit: Keep the credit on the customer's account for use on future work.
• Create Credit Memo: Issue a formal credit memo document for the overpayment for the customer's records.

TRUE generates professional invoice PDFs called e-forms that can be emailed to customers or printed for mailing:

1. Open the invoice from the Invoices module list view or from the job record.
2. Click the Options button (or Actions menu).
3. Select E-Form or Generate Invoice.
4. The invoice e-form generates showing:
   • Company logo and contact information
   • Customer billing information
   • Invoice number, date, and due date
   • Line item details with quantities and amounts
   • Subtotal, tax, and total amount due
   • Payment history (if any payments have been applied)
   • Payment instructions and terms and conditions
5. Use customization options to show/hide specific sections if needed.
6. Click Download to save as PDF or Email to send directly to the customer.
7. Click Print to print a hard copy for mailing or filing.

E-forms are regenerated each time you access them, so they always reflect the current invoice status including any payments received after the invoice was originally created.

Yes, TRUE provides extensive e-form customization both at the company level and for individual invoices:

Individual Invoice Customization (E-Form Page):

• After generating the e-form, use show/hide checkboxes to control which sections display.
• Remove line item descriptions, taxes, or other fields not needed for this specific customer.
• Add custom notes or instructions in the Invoice Notes field visible on the e-form.
• Click Regenerate after making changes to update the PDF preview.
• These changes apply only to the current e-form generation and don't affect the invoice record itself.

Company-Wide Template Customization (Settings):

• Navigate to Settings > E-Forms or Invoice Templates.
• Upload your company logo to appear on all invoices.
• Customize header and footer text, company information, and contact details.
• Set default payment instructions and terms and conditions that appear on all invoices.
• Choose field labels and terminology to match your industry.
• Configure which fields display by default for all invoices.

Company-wide template settings apply to all invoices automatically, while individual e-form customizations allow you to adjust specific invoices as needed for particular customers or situations.

TRUE can email invoices directly to customers from within the system, automatically attaching the invoice PDF:

1. Open the invoice from the list view.
2. Click Options > Send Invoice or Email Invoice.
3. Alternatively, generate the e-form first and click Email from the e-form page.
4. The email dialog opens with:
   • Customer's email address pre-populated from their contact record
   • Default email subject line (customizable)
   • Email message template (editable for this email)
   • Invoice PDF automatically attached
5. Edit the email message if needed or add additional recipients using CC/BCC.
6. Review the attached invoice PDF to ensure it's correct.
7. Click Send to deliver the email and invoice to the customer.
8. The invoice status can be manually changed to Sent after emailing (or use automatic status update if configured).

All sent emails are logged in the invoice Email History section in Details Mode, showing when the invoice was sent, to whom, and the delivery status.

Yes, TRUE allows you to create and save custom email templates to streamline invoice communication:

Creating Email Templates:

1. Navigate to Settings > Email Templates or Invoice Settings.
2. Create a new template for invoice emails.
3. Enter a template name (e.g., "Standard Invoice Email," "Past Due Reminder," "Down Payment Request").
4. Write the email subject line using merge fields like {Invoice Number}, {Customer Name}, {Due Date}.
5. Compose the email body message with professional language and payment instructions.
6. Use merge fields to automatically populate customer-specific information.
7. Save the template for use across all invoices.
8. Create multiple templates for different scenarios (new invoice, past due, thank you, etc.).

Using Templates:

• When emailing an invoice, select your desired template from the template dropdown.
• The email populates with the template content and merge fields fill in automatically.
• Edit the email if customization is needed for this specific customer.
• Templates save time and ensure consistent, professional communication with all customers.

Marking invoices as Sent is important for tracking which invoices have been delivered to customers and for aging report accuracy:

What "Sent" Status Means:

• The invoice has been delivered to the customer (via email, mail, or in-person).
• The invoice is now officially outstanding and awaiting payment.
• Aging calculations begin from the invoice sent date (or due date) for accounts receivable reporting.
• The invoice appears in aging reports and outstanding invoice lists.
• If QuickBooks integration is enabled, "Sent" invoices may trigger automatic sync (depending on configuration).

When to Mark as Sent:

• After emailing the invoice directly from TRUE to the customer.
• After printing and mailing the invoice via postal mail.
• After hand-delivering the invoice to the customer in person.
• After sending the invoice through any other delivery method.

How to Mark as Sent:

1. Open the invoice in Details Mode.
2. Change the invoice status from Draft to Sent.
3. Save the status change.

Yes, TRUE can generate comprehensive customer account statements showing all invoice activity, payments, and current balance:

1. Navigate to the Customers or Contacts module.
2. Open the customer record.
3. Select Account Statement or Statement from the actions menu.
4. Choose the statement date range (e.g., last 30 days, last 90 days, year-to-date, or custom range).
5. The statement generates showing:
   • All invoices in the date range
   • All payments applied to invoices
   • Current balance due by invoice
   • Aging breakdown (current, 30 days, 60 days, 90+ days past due)
   • Total outstanding balance
   • Payment instructions and company contact information
6. Download as PDF or email directly to the customer.
7. Use for month-end customer communications or when customers request payment history.

Account statements are useful for customers who have multiple outstanding invoices and need a consolidated view of their account. Send statements monthly or when following up on past due balances.

Yes, TRUE supports batch emailing of invoices, allowing you to send multiple invoices to different customers in a single operation:

1. Navigate to the Invoices module list view.
2. Use filters to find invoices ready to send (e.g., Status = Draft, created today).
3. Select multiple invoices using checkboxes (one invoice per customer).
4. Click Batch Actions and select Batch Send or Batch Email.
5. Choose or customize the email template to use for all selected invoices.
6. Review recipients—TRUE uses each customer's email address from their contact record.
7. Click Send All to email all selected invoices simultaneously.
8. Each customer receives only their own invoice with personalized merge field data.
9. Invoice statuses update to Sent automatically (if configured).

Invoices supports printing labels for selected records via the batch toolbar.

1. Use checkboxes to select one or more invoices in the list view
2. Click Batch Actions and select Labels
3. Choose your label format and print

Format options:

• Sheet — prints to standard Avery label sheets on any office printer (Avery 5160 for small labels, Avery 5164 for shipping)
• Roll — prints to a Brother label printer (DK-1201 standard or DK-1241 4"x6" shipping rolls)

See the Supported Label Printers article for compatible hardware.

Generate an aging report from the PDF icon in the Invoices module list view:

1. Navigate to the Invoices module.
2. Apply filters as needed (use the Due segment to filter by aging buckets, or use Advanced Filter for specific criteria).
3. Click the PDF icon in the toolbar.
4. Select Aging Report from the dropdown.
5. The report generates showing outstanding invoices organized by aging period.

Alternative: Use the Due Segment for Quick Aging Views

Click Due in the button bar to see invoice counts by aging bucket (>90 Days, 61-90 Days, 31-60 Days, 0-30 Days, Due Today, Upcoming). Click any bucket to filter the list instantly.

Alternative: Reports Module

Access the Reports module via the Quick Action lightning bolt icon. Under JOBS, select Invoice Aging to generate an aging report.

Advanced Filter Tip:

Use Advanced Filter to generate client-specific aging: enter client name in Client field + enable Unpaid checkbox, then generate the Aging Report PDF. Use >1000 in Balance to focus on high-balance receivables.

Access sales reports from the gear icon in the Invoices module list view:

Available Sales Reports (Gear Icon):

• Commission Export: Export invoice data for sales commission calculations.
• Sales by Product Cost Code: Revenue breakdown organized by product cost codes for job costing analysis.
• Sales by Invoice Item: Revenue breakdown by individual invoice line items.
• Sales by Product: Revenue totals organized by product for sales analysis.

Running Sales Reports:

1. Navigate to the Invoices module.
2. Apply any filters to narrow the data (date range, customer, status).
3. Click the Gear icon in the toolbar.
4. Select the desired report type.
5. The report generates based on the currently filtered invoice list.

Advanced Filter Tip:

Use 1/1/2025...3/31/2025 in the Invoice Date field to generate quarterly sales reports, or {1...3}/*/2025 for Q1 data. Filter by Division or Class to segment reports by business unit.

TRUE provides multiple export options for invoice data, allowing you to work with invoice information in external applications:

Export Formats:

• Excel (.xlsx): Full invoice data export with formatting for analysis and pivot tables.
• CSV: Comma-separated values for importing into other systems or databases.
• PDF: Individual invoice e-forms or batch PDF export for customer delivery.
• QuickBooks IIF (if enabled): Export format for manual import into QuickBooks Desktop.

How to Export Invoice Data:

1. Navigate to the Invoices module list view.
2. Apply filters to select the invoices you want to export (date range, customer, status).
3. Click Export or Options > Export.
4. Choose your export format (Excel, CSV, or PDF).
5. Select which fields to include in the export (invoice number, date, customer, amount, status, etc.).
6. Click Generate Export or Download.
7. Open the exported file in Excel, your accounting software, or other applications.

Exports are useful for external analysis, importing data into third-party systems, or creating custom reports not available within TRUE's standard reporting suite.

The Advanced Filter provides powerful search operators for accountants and bookkeepers to segment invoice data for month-end close, reconciliation, and financial reporting. Access Advanced Filter from the filter icon in the Invoices list view.

Date Range Filtering (Month-End Close)

Amount Filtering (Collections & Reconciliation)

Text & Lookup Filtering (Client & Division Reports)

Common Accounting Scenarios

• Month-End AR Report: Set Invoice Date to 1/1/2025...1/31/2025 + enable Unpaid checkbox, then export or generate Aging Report.
• Large Balance Collections: Set Balance to >10000 + enable Past Due checkbox to prioritize high-value overdue invoices.
• QuickBooks Sync Review: Use the Accounting segment, click Pending, then review invoices awaiting sync approval.
• Division Revenue Report: Select a Division + set Invoice Date range, then use Gear > Sales by Product Cost Code for job costing analysis.
• Year-End Audit Prep: Set Invoice Date to 1/1/2024...12/31/2024 and export the full year's invoice data for auditor review.

Use the Due segment in the button bar to quickly filter invoices by aging brackets:

1. Navigate to the Invoices module.
2. Click Due in the button bar segment selector.
3. Select an aging bucket to filter the list:
   • >90 Days - Invoices more than 90 days past due
   • 61 - 90 Days - Invoices 61-90 days past due
   • 31 - 60 Days - Invoices 31-60 days past due
   • 0 - 30 Days - Invoices 0-30 days past due
   • Due Today - Invoices due today
4. Each button displays a count of invoices in that aging bracket and filters the list when clicked.

Red buttons indicate past-due invoices requiring attention. The Upcoming button (blue) shows invoices not yet due.

Advanced Filter Tips for Collections:

• Use >5000 in the Balance field to prioritize high-dollar collections first.
• Combine with <11/1/2024 in Due Date to find invoices overdue since before November.
• Use ! in the Client field to identify customers with multiple outstanding invoices.

Before creating invoices in TRUE, ensure these core settings are configured:

Accurate sales tax configuration ensures TRUE calculates the correct tax amounts on every invoice:

The ID field is directly editable on the invoice record in Details mode — there is no separate numbering settings screen.

1. Open the invoice in the Selected Record View.
2. Switch to Details mode.
3. Click the ID field on the invoice.
4. Type the new Invoice ID and save.

The default format TRUE uses to auto-generate new Invoice IDs is configured in Module ID Formats. To edit it:

1. Click the Gear icon > Company Preferences.
2. Scroll to Module ID Formats.
3. In the Module ID Formats field, type or select Invoices, then click Edit.
4. Adjust the fields in the popup as needed and click Confirm.

Yes. TRUE supports Job-Dependent and Contract-Dependent Invoice IDs — each Job (or Contract) gets its own ID sequence so invoices issued against that record increment independently of the global counter.

1. Open Gear > Company Preferences.
2. Locate the Use Job Dependent ID (Invoices) and Use Contract Dependent ID (Invoices) toggles.
3. Enable the toggle(s) that match your numbering preference.
4. Set a corresponding format in Job Dependent ID Formats or Contract Dependent ID Formats (required for IDs to generate).

The Stage field is a customizable workflow indicator displayed on each invoice and used to filter the Invoices list. Stage values are not hardcoded — they are configured per company in the Categories module.

1. Click the Gear icon > Categories.
2. In the search field, type stage to filter the list.
3. Click Invoices - Stage (Reference ID 85).
4. In the right-hand Category Drop-Down Items pane, add, edit, or delete the Stage values you want available on invoices.
5. Click the + icon to add a new value; click the trash icon next to any value to remove it.

Several settings under Gear > Company Preferences > Financial change how invoicing behaves system-wide. Review these with your administrator during setup.

Follow these proven best practices to optimize your invoicing workflow, reduce errors, and improve cash flow:

Access to the Invoices module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Invoices) permission (ID #788)
3. Once granted, you'll find the module in Workflows → Jobs → Invoices

Invoice approval for accounting sync requires specific permissions to ensure only authorized users can approve invoices for financial processing.

Key Invoice Permissions:

• Approve for Accounting (Invoices) - Allows user to approve invoices for TRUE Accounting journal entry creation
• Approve Sync (Invoices) - Allows user to approve invoices for QuickBooks synchronization
• Delete Invoices - Allows user to delete invoice records (typically restricted)
• Void Invoices - Allows user to void invoices instead of deleting them

Invoice email templates control the message customers receive when invoices are emailed. Templates can be customized with your company branding and payment instructions.

Configuration Steps:

1. Navigate to Gear icon → Company Preferences
2. Go to Email Templates section
3. Select Invoice template
4. Customize subject line, body text, and footer
5. Add payment instructions, due date reminders, and contact information
6. Save changes

Available Merge Fields:

• {{Customer Name}} - Customer's company name
• {{Invoice Number}} - Invoice ID
• {{Invoice Amount}} - Total amount due
• {{Due Date}} - Payment due date
• {{Job Name}} - Associated job reference

To reactivate an archived invoice, follow these steps:

1. Navigate to the Invoices module.
2. Use the Active / Archive filter in Advanced Filter to view archived invoices.
3. Open the archived Invoice record you want to reactivate.
4. Click the Options button.
5. Select Edit.
6. Uncheck the Archive checkbox.
7. Save your changes.

Alternative Method - Access via Client Record:

1. Navigate to the Directory workflow → Clients module.
2. Search for and select the Client (or use global search and select Client).
3. In the Client record, click the Options button.
4. Select Show All Counts.
5. Click the Invoice button to view all related invoices, including archived records.
6. Open the archived invoice and follow the reactivation steps above.

The following is a complete reference of all permissions that control access and actions within the Invoices module. Administrators manage these in Settings > Users / Access > select user > Access tab.

Module Access

Security Permissions

TRUE can send alert notifications for key invoice events. These alert permissions must be enabled per user by an administrator:

To enable alerts, navigate to Settings > Users / Access > select user > Access tab and search for "Alert" under the Invoices section.