28.1 Managing an Invoice After Creation

AIUNIFY CRM provides several operational actions for an existing Invoice, including recurring-Invoice review, customer communication, PDF output, copying, files, status-related actions, and overdue communication.

The actions visible to you depend on your permissions and the Invoice state.

28.2 Recurring Invoices

The CRM contains a separate recurring-Invoice workflow and recurring-Invoice list.

A recurring Invoice acts as the source for later Invoice records created through the recurrence process.

The CRM can display information identifying an Invoice that was created from another recurring Invoice as well as child Invoices created from the recurring source.

28.3 Reviewing Recurring Invoice History

When working with a recurring Invoice:

• Confirm the correct Customer.
• Review the recurrence information shown by the CRM.
• Review the next applicable Invoice date when displayed.
• Review generated child Invoices when applicable.
• Do not manually recreate an Invoice that the recurrence workflow has already generated.

28.4 Sending an Invoice by Email

The Invoice preview provides a Customer email workflow.

Before sending:

1. Open the correct Invoice.
2. Review the Customer and financial information.
3. Review the recipient information.
4. Review the email message.
5. Review the attachment choices.
6. Send only after the Invoice is ready for Customer communication.

28.5 Attaching a Customer Statement

The Invoice email workflow can include a Customer Statement.

If you choose to attach a Statement, select the correct statement period. The form can use a predefined period or a manually selected From and To range.

Verify the period before sending so that unrelated Customer financial history is not included accidentally.

28.6 Invoice PDF

AIUNIFY CRM can generate the Invoice as a PDF for authorized users.

The PDF can be downloaded or opened for printing through the supported Invoice PDF workflow.

Review the generated document before distributing it externally.

28.7 Viewing the Invoice as the Customer

The Invoice preview provides a View as Customer link.

Use this when you need to understand how the customer-facing Invoice is presented before sending or discussing it with the Customer.

28.8 Mark as Sent

When an Invoice has not yet been marked as sent, the CRM can provide a Mark as Sent action.

Use this only when the Invoice should be recorded as having been sent through an appropriate communication process.

28.9 Overdue Notice

For an overdue Invoice, an overdue-notice action can be available when the tenant's existing overdue-reminder functionality allows it.

Review the Invoice and Customer before sending an overdue notice. This manual does not cover configuring tenant-wide reminder policies.

28.10 Attaching Files

The Invoice preview includes an attachment action.

Attach files only when they belong to that Invoice and are appropriate for the intended internal or customer-facing workflow.

28.11 Copying an Invoice

Users with Invoice creation access can copy an existing Invoice.

The copy is a separate transaction. Review Customer, dates, items, rates, taxes, discounts, recurring information, notes, and totals before using the copied Invoice.

28.12 Status and Financial Activity

An Invoice's status can also change as payment or credit activity is applied.

Do not attempt to force a financial status by changing unrelated fields. Use the proper payment, credit, sent, or supported transaction workflow.

28.13 Invoice Follow-Up Best Practices

• Review recurring history before creating another Invoice.
• Confirm Customer recipients before sending.
• Check Statement dates before attaching a Statement.
• Review the PDF.
• Use View as Customer when helpful.
• Use Mark as Sent accurately.
• Send overdue notices only for the correct Invoice.
• Review all inherited fields after copying.