14.13. Review, Finalize, Email, and Download Client Invoices

Navigate to Billing > Invoicing. The Drafts and Finalized sub-tabs are where billing staff review generated invoices, finalize them for clients like GreenLeaf Dental Group, and send PDFs out the door for collections.

Drafts Sub-Tab

The Drafts sub-tab shows every invoice that has been generated but not yet finalized. Use it as your billing-run staging area — review the numbers, then approve in bulk.

What You See

• A searchable, paginated table of draft invoices.
• Checkboxes for selecting multiple invoices at once.
• A preview panel on the right side when a row is clicked, with a Template selector for previewing different invoice layouts.

Drafts Columns

Actions on Draft Invoices

Open the row Actions menu to act on a single draft:

The preview panel exposes the same Finalize Invoice, Download PDF, and Reverse Draft controls, plus the template selector.

Reverse Draft is destructive. When it succeeds, the draft is deleted and any underlying service periods, time entries, or usage records are released and become available for re-invoicing. The action cannot be undone.

Reverse Draft is not always allowed. If the invoice covers recurring billing periods that cannot be cleanly returned to un-invoiced state, the action is blocked and you are prompted to cancel the invoice instead. Cancellation keeps the invoice on record without releasing the underlying charges.

Bulk Actions on Drafts

Select multiple invoices using the row checkboxes, then open the bulk Actions menu:

• Finalize Selected — finalize every selected draft in one pass.
• Reverse Selected — delete every selected draft. Same caveats as the per-row action.

Finalized Sub-Tab

The Finalized sub-tab shows every invoice that is no longer a draft. That includes invoices just finalized and ready to send, plus invoices that have moved further along — sent, paid, overdue, cancelled, pending, prepayment, or partially applied.

Status badge caveat. The Status column on this tab always renders a Finalized badge regardless of the invoice's true underlying state. To see whether an invoice is actually paid, overdue, or cancelled, open the preview panel or check the Invoice Statuses table at the bottom of this page.

What You See

• A searchable, paginated table of non-draft invoices.
• Checkboxes for bulk operations.
• A preview panel on the right side when a row is clicked.

Finalized Columns

Actions on Finalized Invoices

Bulk Actions on Finalized Invoices

• Download PDFs — packages every selected invoice into a single zip file for batch download.
• Send Emails — opens the email dialog with every selected invoice queued for delivery.
• Unfinalize Selected — moves every selected invoice back to draft status.

Sending Invoices by Email

Sending an email is a separate step from finalizing. Finalization marks the invoice as sent in the database, but it does not actually deliver the invoice to the client — you still have to email it.

1. Click Send Email from the Actions menu (or use the bulk action).
2. The Send Invoice Email dialog opens. It pre-fills a preview of the recipient based on the client's billing configuration, resolving in this priority order:
   • Billing Contact (if assigned)
   • Billing Email (if set)
   • The client's location email or primary email
3. Optionally add a Custom Message. This is a single text field — there are not separate Subject and Body fields.
4. Click Send.

Recipient discrepancy worth knowing. The dialog preview and the actual send do not always evaluate the recipient identically. The send process starts from the client's location email and overrides it with the assigned billing contact's email; the Billing Email field is only used when no billing contact is assigned. If a billing contact is assigned but has no email on file, the preview and the actual delivery may differ. Confirm the recipient before sending, especially if the dialog shows an unexpected address.

Editing After Finalize

Once an invoice is finalized, the header fields (such as invoice date and due date) are locked and no longer editable. Line items remain editable until the invoice reaches a paid or cancelled state — useful when you need to adjust a description or quantity on an already-finalized invoice without unfinalizing it.

Invoice Statuses

Best Practice

• Always preview invoices using the right-side panel before finalizing. Use the template selector to confirm the layout your client expects.
• Use Finalize Selected to process the month-end billing run for a batch of clients in one pass.
• Reach for Reverse Draft only when you genuinely want to delete the invoice; reach for Unfinalize when you need to move a finalized invoice back to Draft for editing.
• After finalizing, send invoices promptly — the sent status is misleading until you actually deliver the email.

Related Topics

• 14.5. Client Billing Settings — billing contact, billing email, and location email configuration that drives recipient resolution.
• 14.6. Creating Client Contracts — the source of recurring contract obligations that feed draft invoices.
• 14.11. Understanding Service Periods — the recurring periods that get released when you reverse a draft.
• 14.12. Generating Invoices — how draft invoices arrive on this page.
• 14.14. Time Entry to Accounting Flow — end-to-end view of how approved time becomes a finalized invoice.
• 14.16. Online Payments — collecting payment after invoices are sent.
• 14.17. Accounting Exports — moving finalized invoices into QuickBooks, Xero, or CSV.
• 14.18. What Are Invoice Layouts — the templates surfaced in the preview panel.