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Invoice Actions

LoveInvoice provides various actions you can perform on invoices beyond creating and sending them. These actions help you manage your invoices throughout their lifecycle.

Downloading PDFs​

You can download a PDF version of any invoice for your records or to share with clients.

How to Download​

  1. Open the invoice from the Invoices list
  2. Click the PDF button in the top-right
  3. The PDF will download automatically

The PDF filename includes the invoice number for easy identification (e.g., INV-001.pdf).

When to Use PDFs​

  • Sending invoices via post or courier
  • Attaching to other communications
  • Keeping physical records
  • Sharing with accountants or bookkeepers
  • Archiving purposes
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PDF Download Requirement

PDF downloads are only available for finalised invoices (not drafts).

Exporting Invoices​

You can export your invoice list to CSV or XLSX format for analysis, reporting, or sharing with your accountant.

How to Export​

  1. Navigate to the Invoices list
  2. Click the Export button at the bottom of the page
  3. Choose the format:
    • CSV: Comma-separated values, compatible with most software
    • XLSX: Excel format, preserves formatting
  4. The file will download automatically

Export Contents​

The export includes:

  • Invoice number
  • Client name
  • Status
  • Total amount
  • Currency
  • Issue date
  • Due date
  • And more invoice details

Filtering Exports​

You can filter exports by status (e.g., export only paid invoices) using the status parameter in the export URL.

Public links allow clients to view invoices online without needing to log in.

  1. Open the invoice
  2. Click Actions → Copy Public Link
  3. A modal will appear with the public URL
  4. Copy the link to your clipboard

Share the link via:

  • Email (if not using LoveInvoice's email sending)
  • Chat applications (Slack, WhatsApp, etc.)
  • SMS or messaging apps
  • Project management tools
  • Client portals

Public links are unique to each invoice and cannot be guessed. However, anyone with the link can view the invoice, so share it responsibly.

Cancelling Invoices​

If an invoice is no longer valid or was created in error, you can cancel it.

How to Cancel​

  1. Open the invoice
  2. Click Actions → Cancel Invoice
  3. Confirm the cancellation
  4. The invoice status will change to Cancelled

When to Cancel​

Cancel an invoice when:

  • It was created in error
  • The work or service was not provided
  • The client disputes the invoice
  • You need to issue a replacement invoice

Cancelled vs Deleted​

  • Cancelled: The invoice remains in your records with a "Cancelled" status
  • Deleted: The invoice is permanently removed (only available for drafts)

Cancelled invoices are useful for audit trails and record-keeping.

Deleting Invoices​

You can only delete invoices that are still in Draft status.

How to Delete a Draft​

  1. Open the draft invoice
  2. Click Actions → Delete Draft
  3. Confirm the deletion
  4. The invoice will be permanently removed
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Permanent Deletion

Deletion is permanent and cannot be undone. Use with caution.

When to Delete​

Delete draft invoices when:

  • You created them by accident
  • You're starting over with a different approach
  • The draft is no longer needed

Editing Invoices​

You can edit invoices at any stage, though there are considerations for sent invoices.

How to Edit​

  1. Open the invoice
  2. Click Actions → Edit Invoice
  3. Make your changes in the editor
  4. Changes auto-save

Editing Sent Invoices​

When editing a sent invoice, LoveInvoice will show a warning:

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Sent Invoice Warning

This invoice has already been sent

Editing invoices that have been sent may cause accountancy discrepancies. Please ensure you understand the implications before making changes.

Consider informing your client if you make significant changes to a sent invoice.

Marking as Sent​

If you deliver invoices outside of LoveInvoice (post, hand delivery, etc.), you can manually mark them as sent.

How to Mark as Sent​

  1. Open the finalised invoice
  2. Click Actions → Mark as Sent
  3. The status will update to Sent

This is useful for tracking purposes when you don't use LoveInvoice's email sending.

Changing Status​

You can manually change an invoice's status in certain situations.

How to Change Status​

  1. Open the invoice
  2. Click Actions → Change Status
  3. Select the new status from available options
  4. Confirm the change

Available Status Changes​

Not all status transitions are available. The system only shows valid options based on the current status.

Recording Payments​

While detailed payment management is covered in the Payments section, you can quickly record payments from the invoice page.

  1. Open the invoice
  2. Go to the Payments tab
  3. Click Record Payment
  4. Enter the payment details
  5. Save

The invoice status will automatically update based on the payment amount.

Best Practices​

  1. Download PDFs for records: Keep PDF copies of important invoices for your archives
  2. Export regularly: Export your invoice list periodically for backup and analysis
  3. Use public links carefully: Only share public links with intended recipients
  4. Cancel rather than delete: Cancel sent invoices to maintain a complete audit trail
  5. Communicate changes: If you edit a sent invoice, let your client know
  6. Keep status accurate: Use manual status changes sparingly; let the system handle automatic updates where possible