Invoices

The Invoices page lists invoices for the selected workspace. You can search them, filter by status, create one, open the document, edit it, change its status, send it to the client, then archive it.

info

Step-by-step creation has its own help: Create an invoice. Adding an item on an invoice: Add an item.

Prerequisites

• You must be signed in to Sequentia.
• A workspace must be selected.
• The Billing module must be enabled on the workspace.
• You need permission to manage invoices: without it, the Invoices menu item is hidden and access to the page is blocked.

Element	Condition
Invoices menu	Billing module + permission to manage invoices
Archives segment	Visible once the list is displayed (at least one active invoice)
Create Invoice row / empty state	Invoices (active) segment only
Settings (gear) button	Visible when the list is displayed

Open the page

1. In the menu, open the Billing section.
2. Click Invoices.

While active invoices load for the first time, a loading screen is shown.

Invoices list

Invoices segment (active)

Page title: Invoices. Non-archived invoices are sorted by number descending.

Search

• Search bar: Search invoice.
• Filter (accent-insensitive, case-insensitive) on client name, linked document, and number.
• Matching text is highlighted in the list.

Filter by status

1. Click the Status chip in the list header.
2. Pick a status:

Status	Chip color (indicative)
Draft	gray
Pending	orange
Sent	primary
Partially paid	orange
Paid	green
Expired	red
Cancelled	red

3. To clear the filter, click the close (X) icon at the bottom of the menu.

With no filter, the chip shows Status.

Columns

Column	Display
#	Number (#123, or #123-2 when a current revision exists)
Work Document	Linked document name (otherwise # + number)
Client	Under the linked document
Issue Date	Creation date/time (large screens)
Amount	Total including taxes (unless taxes are hidden on the invoice) — shown with $
Status badge	Color by status

On small screens, the issue date is not shown in the compact row; number, status, linked document, client, and amount remain visible.

Pagination

An infinite-scroll control is present when there is at least one active invoice. An internal counter starts at 15 and increases by +10, but the list effectively shows all filtered invoices. See Product to confirm.

No results / empty state

• Filter or search with no matches: no “No invoice found” message is shown in the current UI (the label exists in translations). See Product to confirm.
• No active invoices: Invoices welcome card with the intro text about billing clients for completed work/services (email send and client acceptance) and Create Invoice. Segments (including Archives) are not shown.

Create an invoice

On the Invoices segment (or from the empty state):

1. Click Create Invoice (row under the header, + icon).
2. The Create Invoice / Add Invoice window opens (step-by-step flow — see Create an invoice).
3. After a successful create, the new invoice’s document opens automatically (after a short delay), with any missing-data alerts described below.

Archives

Archives segment (segment label: Archives):

• Red title Archived Invoices (archive icon).
• Same search, status filter, columns, and click-to-open (with the same missing-data alerts).
• No Create Invoice row.
• Available only once the list is already displayed (at least one active invoice).

Open an invoice

Click a row: Sequentia first checks some information, then opens the document.

Alerts before opening

| Alert | Condition | Actions | | --- | --- | | Company address missing | Workspace has no company address | Cancel or Add an address (workspace edit, address focus) | | Client contact information missing | Client missing email, phone, address, or name | Cancel or Add client information (client edit) | | Client address missing | Address-only case (when contact is not already flagged) | See Product to confirm | | Blocked access | Company address edit refused / no effect | Message asking you to contact your administrator |

If you complete the missing information, the document may open afterward. If you cancel, you stay on the list.

Document content

The window shows the document as it will be viewed / sent. Amounts in the document use CAD.

Presentation page (optional)

• Introduction text (editable in edit mode).
• Can be hidden (eye icon); in edit mode, Include presentation page brings it back.
• Reset description and Default description buttons in edit mode.
• Hours and subtotal in the default text can update automatically when totals change (when the expected markers are present in the text).

Header

• Logo (billing settings, otherwise workspace logo).
• Invoice label, number (and revision if present), and issue date (on the main page).
• Workspace and client details.
• Client contact details (email, phone) — hideable in edit mode via the eye icon.

Body (main page)

• Linked document name and period From … to … (invoice start and end dates).
• Professionals table: name, duration, rate, price, subtotal. Table and columns hideable in edit mode. Remove / restore a professional in edit mode.
• Tasks table: name, duration, rate, price, subtotal. Table and columns hideable. In edit mode: Add task, remove/restore, Import n missing line task(s) from the work document (when applicable), Sync from the work document (when differences exist).
• Items table: name, quantity, unit price, price, subtotal. Table and columns hideable. In edit mode: Add item → From Inventory or Create Manually (see Add an item), remove/restore.
• Subtotal, taxes, Deposit / Balance (when a deposit exists), Total. In edit mode: Add tax, remove a tax. The block may be hidden when certain price columns are hidden and no removed items are present — see Product to confirm.
• Thank you note (text editor; Reset Thanks in edit mode).
• Terms and Conditions (text editor; Reset Terms in edit mode). Tax numbers may appear under the terms.

Timesheet page (activities)

• Shown unless it is hidden.
• In edit mode: hide via the eye icon; restore with Include timesheet.
• Same header and period; Activities table (date, start, end, duration, user, notes — columns hideable in edit mode).

Statuses and actions

Actions in the side menu (document outside edit mode) depend on status.

Status	Typical actions
Draft	Edit, Mark as pending
Pending (and other non-paid / non-cancelled statuses outside draft)	Send (when status is neither draft nor already sent; disabled if Paid or Cancelled), Mark as paid, Mark as cancelled
Paid	Mark as pending, Mark as cancelled
Cancelled	Reset to draft (confirmation; a revision may be added to the number), Mark as pending, Mark as paid

Other general actions (non-archived document):

• Invoice Details
• Download (PDF)
• Archive — unavailable if status is Sent (message: cannot archive a sent invoice; cancel it first)
• Open the linked work document (workspace-configured label)

Archiving a draft: a confirmation asks whether activities should stay linked (Keep linked) or be removed (Remove from invoice) so they can be billed again later.

If you archive the last draft invoice, a confirmation offers to archive or delete (permanent deletion).

Edit an invoice

1. Draft status only: click Edit.
2. Edit the document (presentation, client, professionals, tasks, items, taxes, thank-you note, terms, timesheet, language FR / EN).
3. Click Save, or Cancel to discard.

Leaving with unsaved changes shows a warning (Stay / discard changes).

Send an invoice

Available when status is neither Draft nor Sent (button disabled if Paid or Cancelled):

1. Click Send.
2. In the send window: recipient, copies (Cc), Send me a copy, subject and message (prefilled, editable).
3. Review the email Preview.
4. Click Send (or use Copy link when shown).

The recipient receives a link to view the invoice.

Billing settings

On the list page, the settings icon opens Billing settings: document logo, taxes, default invoice texts and options (presentation, terms, thank-you note, default hide presentation, etc.).

In-app help

• List page: header help menu — title Help - Client Invoices.
• Create Invoice window: dedicated help icon — see Create an invoice.
• Open document: help icon in the window header (document help).

Product to confirm

• With no active invoice, the empty state hides the Archives segment even if archived invoices exist. Confirm whether archives should stay reachable.
• Infinite scroll increments an internal counter, but the list does not apply that limit to display. Confirm whether display should be limited to 15 then +10.
• Confirm whether No invoice found should appear when filters / search return nothing.
• The Client address missing alert seems hard to reach alone: a missing address often triggers the contact alert first. Confirm the intended path.
• Exact label of the manage-invoices permission in the roles manager (the technical key may show as-is if no translation is defined).
• Hard-coded $ in the list while the document uses CAD formatting. Confirm currency / format per workspace.
• Visibility of the totals block when task and professional price columns are hidden. Confirm expected behavior.
• Sent, Partially paid, and Expired statuses: the actions menu treats them like the “pending” group for some options. Confirm the intended product path for each.
• In-app FAQ still describes a top-right button, projects to bill, and simplified statuses (pending / completed): align with the current flow (Create Invoice row, detailed statuses, work document / timesheet source).