Manage invoices

This article will assist you with invoices that have already been created.

If you need assistance with creating a new invoice, see the Create and send a customer invoice article.

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Edit an invoice

  1. Select Send invoices
  2. Select the Invoice Number
  3. Select Edit
  4. Edit details
  5. Select Preview and send or More actions to save without sending

Mark an invoice as paid

If your customer has sent you a payment outside of Key CashFlow℠, you can mark the invoice as paid.

  1. Select Send invoices
  2. Select the Invoice Number
  3. Select More actions
  4. Select Mark as Paid
  5. Select the Payment type your customer paid you with
  6. Select or enter the Payment Date your customer paid you
  7. Update the Amount of the payment if it is not the full amount
  8. Enter a Reference Number if applicable
  9. Enter a Memo if applicable
  10. Select Mark as Paid

Delete an invoice

The invoice must be unpaid to be deleted.

  1. Select Send invoices
  2. Select the Invoice number
  3. Select Delete
  4. Select Yes, delete to confirm

For auditing purposes, deactivated invoices cannot be completely removed from your account.


Restore a deleted invoice

From the Invoices page

  1. Select Send invoices
  2. Select Filter
  3. Select Inactive under Show
  4. Select Apply
  5. Select the Invoice number
  6. Select Undelete

From a customer record

  1. Select Contacts
  2. Select the customer
  3. On the Invoices tab, select Active then select Inactive
  4. Select the Invoice number
  5. Select Undelete

Send an invoice reminder

To let customers know when an invoice is either past due or is coming up as due, send a reminder.

  1. Select Send invoices
  2. Select the Invoice number
  3. Select Send reminder
    • Enter email addresses to send the invoice to, as applicable
  4. Select Send

To print a physical copy of an invoice:

  1. Select Send invoices
  2. Select the Invoice Number
  3. Select More actions
  4. Select Print Invoice

Follow additional instructions from your computer to print the invoice.


Clone an invoice

To make a copy of an existing invoice:

  1. Select Send invoices
  2. Select the Invoice Number
  3. Select More actions
  4. Select Clone Invoice

Add an attachment to an invoice

  1. Select Send invoices
  2. Select the Invoice Number
  3. Select Edit
  4. Select Add an attachment
  5. Select one of the following:
    • Browse your computer to find the attachment on your computer
    • Drag and drop your document into the Attachments box
    • Select Inbox to attach a document from your Inbox
  6. Select Add Attachment
  7. Select Preview and send or More actions to save without sending

Things to know

  • For security and auditing purposes, invoices are never permanently deleted from Key CashFlow