Originally posted: April 21st, 2021

Today we're releasing a feature that allows you to quickly and easily close an invoice that will no longer be paid. Over the past year, we know many business owners in our Dubsado family have had more projects and events being cancelled than usual. And there are always those potential clients who submit a proposal and disappear, leaving an open invoice behind. Now, you can confidently handle either situation in Dubsado!
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👉 Note: This feature is being rolled out to all Dubsado accounts over the next few days. If you don't see the option to close invoices in your account just yet, check back soon!

Close an invoice

To close an invoice, just go to Apply >> Close Invoice. In the modal that appears, you can add a note to this transaction that will be visible to you and your client. Then click Apply to close the invoice.

When you close an invoice:

• An uncollectible balance will be applied to cover the total remaining unpaid balance. This will help you keep track of income you were not able to collect.
• If there is a payment schedule, unpaid installments will be marked as Closed and payment reminders will be removed.
• Your client will see the uncollectible balance on their view of the invoice, along with any notes you added.
• Your client will not be able to make further payments on the invoice while it is closed.
• You can re-open the invoice at any time by clicking on the trash can next to the uncollectible balance.
• Consider archiving the project if it will no longer be going forward.

Reopen a closed invoice

Closing an invoice is not permanent. You can reopen a closed invoice at any time if your client returns and would like to continue their project.

To reopen an invoice, go to Apply >> Reopen Invoice. Payment schedule due dates and reminders will be restored, but you may need to adjust the dates if too much time has passed.

👋 Here's a tip... any action that would change the invoice total, such as adding or removing line items, will cause the invoice to re-open. You'll be prompted with an alert so that you can decide whether you'd like to continue with your changes and re-open the invoice.

Closed invoices and reporting

Closing an invoice generates an uncollectible balance. This represents the remaining balance of an invoice that you no longer expect to be paid.

Under Reporting >> Chart of Accounts, you can see your total uncollectible balance in each income category. Uncollectible balances do not affect your gross revenue. They are just a way to keep track of income you were not able to collect.

Under Reporting >> Transactions, you can use the transaction type filter to show or hide uncollectible transactions.

We've also improved how we treat invoices when you archive a project with a lead status. Previously, invoices were automatically deleted any time you archived a lead.

Now when you archive a lead, any invoices that have an open balance will be closed and only empty invoices will be deleted. This is perfect if you sent an invoice and still want to have a record of it even though the client didn't follow through. Archiving a project with a job status will not affect the invoices on that project.

Finally, we've made a small update to the invoice progress bars on the Projects page! You can now hover over the progress bar to see the amount paid, unpaid, or uncollectible. These progress bars only reflect the primary invoice on each project for now, but based on your feedback, we look forward to showing the total from all invoices from the project in the future.

To learn more about closing invoices, check out our help center article.

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