Overview

Three updates change how invoices work in the Office App:

• New invoice statuses: invoices move from Draft → Ready → Issued → Paid → Finalized, with a new manual Issue step.
• Manage Invoices: edit, issue, lock and finalize every invoice on a project from one page.
• Adjustment invoices: correct a bill that was already invoiced without reopening the original invoice.

Note: These features are being turned on company by company. If you don't see them yet, your account still uses the previous invoice statuses. Adjustment invoices are in beta and appear only for companies with multiple invoices turned on.

Invoice Statuses

Go to Accounting → Invoices. The status tabs are now:

1. Draft
2. Ready: billing is done and the invoice is waiting to go out
3. Issued: the invoice is committed for accounting. You set this by hand.
4. Paid
5. Finalized
6. Cancelled

The old Scheduled, Unpaid and Overdue statuses are retired.

• Overdue is no longer a status. An issued invoice past its due date shows the due date in red with a warning icon.
• An icon in the Invoice Date column marks invoices that were sent or are scheduled to send. Hover it to see the date and who sent it.

New Filters

• Send Status: None, Scheduled or Sent
• Overdue: only invoices past their due date
• Export Status now includes Skipped, for invoices you chose to leave out of an export

Issue an Invoice

Previously, an invoice became Unpaid on its own once the job finished. Now you issue it yourself:

1. Open the row menu (⋮) on a Ready invoice and choose Issue invoice.
2. In the Issue Invoice drawer, confirm the Service Date (linked to the job or project date unless you unlink it), Invoice Date, Payment Terms, Due Date (calculated from the invoice date and terms) and Export Status.
3. Save. Supermove records who issued the invoice and when.

Invoice Settings

Under Settings → Accounting → Invoices, each project type has its own invoice settings:

• Auto-Lock on Send is now Auto-Lock on Issue. It locks an invoice when it's issued, not when it's sent.
• Default Invoice Date (new) fills in the invoice date on every invoice the project type creates: None, Created date, Service date, Project start date, Project end date or Issued date. Existing companies were set to Service date, which matches how invoice dates worked before.

Note: If you export to accounting software, the setting under Settings → Accounting → Accounting Integrations now reads Automatically Queue for Export When an Invoice is Issued. Use Skip export on an invoice's row menu to leave it out of an export.

Manage Invoices

The Manage Invoices page lists every invoice on a project in one editable table. It's useful when a move is split across several invoices.

Open It

• On a project, open the menu beside Create Invoice in the Invoices block and choose Manage invoices, or
• On Edit Project Billing, open the Save menu and choose Save and manage invoices.

Only users whose role can create and edit invoices see these options.

Edit Invoices

• Edit each invoice's Bill To, Invoice Date and Payment Terms in place (On receipt, No due date, or Net 15, 30, 45, 60 or 90). The due date updates automatically; a past due date shows in red.
• Finalized invoices can't be edited.
• On project types that invoice each job separately, the table also shows Job and Service Date. An unlinked service date can be relinked to the job dates here, on the edit invoice page or in the Issue Invoice drawer.

Note: Nothing changes until you click Save, which saves every invoice at once.

Row Actions

The menu at the end of each row offers Preview invoice, Issue invoice, Lock/Unlock invoice, Finalize invoice, Make primary invoice and Remove invoice (new rows only). Click New to add another invoice.

Bulk Actions and Filters

• Check one or more invoices to use the toolbar: Lock/Unlock, Update Status → Issued or Update Status → Finalized. If an action can't apply to every selected invoice, it's disabled and the tooltip explains why.
• Use Search (invoice number, bill-to client, job or branch) and Filters (Status, Invoice Date, Job).
• On very large projects, Save may wait while billing finishes updating. The tooltip reads "Billing updates processing."

Adjustment Invoices

Use an adjustment bill to correct a bill that has already been invoiced. The original invoice stays exactly as it was sent.

What Changed on Edit Project Billing

• Each bill shows Invoice: and its invoice number. Hover to see that invoice's status.
• A bill on a locked or finalized invoice is read-only. Delete bill is disabled with the tooltip "Unlock invoice to edit this bill."
• Add Bill → Add new bill now has a required Invoice field: pick an open invoice on the project or New invoice. Locked and finalized invoices are greyed out.

Create an Adjustment Bill

1. On Edit Project Billing, open the menu on the bill you need to correct and choose New adjustment bill (available even on locked bills).
2. The drawer copies the title, description and project or job from the original bill. The Invoice field starts on the original invoice if it's still open, or New invoice if it's locked or finalized.
3. Click Add, then add the bill's items. Use a negative amount to credit the customer.
4. Save. The new invoice records which invoice it corrects and appears in the project's Invoices block as a Draft, ready to issue.

Van line projects: the Invoices block shows an Agent / Role column (Booking, Origin, Hauling, Destination or R19), and the View Invoice drawer shows the Agent and Role.

FAQ

Where did Unpaid and Overdue go?
Unpaid is replaced by Issued (set manually). Overdue is now shown by a red due date on issued invoices; use the Overdue filter to list them.

Why can't I edit this bill?
Its invoice is locked or finalized. Unlock the invoice, or create an adjustment bill instead.

Need Help? If you have questions about invoices, contact our Product Experts team at help@supermove.com.