Invoice List

On the Invoice List page, you can open and edit invoices. You can also use this screen to make fast changes to multiple selected invoices - like changing dates, changing statuses and more.

In this article:

The Invoice List

Bulk Invoice

Change the Invoice Status in Bulk

Change the Invoice Date in Bulk

Prepare a List of Invoices for QuickBooks Export

Print a List of Invoices

Mark Invoices Closed

Merge Invoices

Publish Invoices

Delete Invoices in Bulk

The Invoice List

Navigation

In LMN, navigate to Invoices > Invoice List

Invoice List Filters

Invoices > Invoice List

Use the Filters to view a specific list of invoices. View invoices by Invoice Group, for a range of dates, or only invoices with a specific status.

Invoice Stage

Understand the stage of your invoices at a glance. You’ll be able to see if invoices have been sent, viewed, reminded, or paid without having to click into each one.

These stages update automatically based on the corresponding user/client actions. Although, users can also manually change the stage to and from Paid by using the quick actions menu:

Open an Invoice

1. Navigate to: Invoices > Invoice List
2. To open any invoice to view/edit the details, simply click the invoice from the list you wish to view/edit.

Bulk Invoice

Follow this guide to learn how to invoice in bulk. 

1. In to your LMN Account and click Invoice > Generate
2. Select the date range you want LMN to search for invoices. 
   💡Extending your date range is a great way to ensure no bills have been missed
3. From the drop down, select which Invoice Group you want to search for.
4. Select your Filter from the following:
   • All Billable
   • Only Monthly Charges
   • Only Billable Extras
5. Once you have selected the above, click Update. LMN will produce a list of jobs that have invoices matching your search criteria that have not been invoiced yet. 
6. Select the invoices you would like to generate by clicking the check box to the left of the invoice name. ⚠️ By default, they will ALL be selected.
7. Once they are all selected, click + Invoice Run. A pop-up will appear asking you if you would like to generate an Invoice Run. Click OK. You will then be redirected to your Invoice Runs.
8. From here, you will be able to see the Invoice Run that you have just generated, along with a list of past Invoice Runs below it. Click the Invoice Run that you have just generated.
9. You will now be able to see a list of all the invoices in your new Invoice Run. You can update your invoices in bulk by clicking the checkbox to the left of the invoice name and clicking the Update Invoices dropdown.
   

10. From the dropdown menu, select and action from the list of options. Continue with steps from sections below if applicable.

    Action	Note
    Change Status	(Pending, Review, Approved, Closed) See section below for step-by-steps & details.
    Change Date	Change the Invoice date for all.  See section below for step-by-steps & details.
    Export to QB	Export invoices to QuickBooks. *Ensure Invoice status is set to Approved See section below for step-by-steps & details.
    Set to Exported	*Ensure Invoice status is set to Approved
    Set to Closed	*Ensure Invoice status is set to Approved See section below for step-by-steps & details.
    Send/Publish Invoices	This will publish the invoice to the customer portal. *Ensure Invoice status is set to Approved
    Send Invoice Reminders	*Ensure Invoice status is set to Approved
    Hide from Portal	This will unpublish the selected invoices from the Customer Portal. Useful if changes need to be made to the invoice.

11. Once your updates have been made, click Update to save your changes.

Change the Invoice Status in Bulk

To change the status for a group of selected invoices, follow these steps:

1. Navigate to Invoices > Invoice List
2. Use the checkboxes on the left to select the invoices you wish to edit.
   💡Utilize Filters to narrow down your search.
   
3. Once you've selected all your invoices, click the Update Invoices dropdown and select Change Status
   
4. Choose the new status for all the selected invoices
5. Click Update when the confirmation screen appears 

Change the Invoice Date in Bulk

To change the status for a group of selected invoices, follow these steps:

1. Navigate to Invoices > Invoice List

2. Use the checkboxes on the left to select the invoices you wish to change the date.
   ⚠️Note: you can only change the date of PENDING invoices. Invoices that are Approved, Under Review or Exported will have to be flipped back to Pending before you will be allowed change the date.

   💡Utilize Filters to narrow down your search.

3. Once you've selected all your invoices, click the Update Invoices dropdown and select Change Date.
4. Choose the new invoice date for ALL the selected invoices
5. Click Update 

Prepare a List of Invoices for QuickBooks Export

To add a group of invoices to the queue in order to be exported to Quickbooks, follow these steps:

1. Navigate to Invoices > Invoice List
   ⚠️ Make sure all the invoices you want to export have already had their status set to Approved.
2. Use the checkboxes on the left to select the invoices you wish to export to QuickBooks.
   💡Utilize Filters to narrow down your search.
3. Click the Update Invoices dropdown and select Export to QB 

Print a List of Invoices

To print a list of invoices from LMN, please follow these steps:

1. Navigate to Invoices > Invoice List
2. From the Invoice List page, use the checkboxes on the left to select the invoices you wish to print
   💡Utilize Filters to narrow down your search.
3. Click the Print button
   
4. Choose the Standard option, or the Letterhead option. 
   💡The Letterhead option keeps the top of the page clear, in case you're printing on company letterhead.
5. Click Generate. Your invoice printout(s) will be generated. Click View to view or print your invoices.

💡Include your company logo on all printable PDF invoices, keeping your printed and digital versions consistent. Just upload your logo in Settings > Account > Company Information, and you’re set.

Mark Invoices as Closed

Admin can mark Invoice as closed to indicate payment was received. 

1. From the Invoice List, use the checkbox to select all or select individual Invoice(s) that are ready to be APPROVED.
   
2. Click the Update Invoices button > Change Status and set to APPROVED.
3. Once Invoice is Approved and/or Exported to QuickBooks, Admin can mark Invoice(s) as CLOSED to track that payment was received.
   

Merge Invoices

You may have different jobs that need to be invoiced for a particular client, or even multiple invoices within the same job that need to be sent out; Rather than receiving multiple invoices, the customer may prefer receiving only one. Follow these simple steps for merging your invoices.

1. Navigate to Invoice > Invoice List
2. From the Invoice List, ensure you have set your search filters correctly. Use the checkbox to select all or select individual Invoices that you wish to merged. Click the Merge button.
   ⚠️ Note that only invoices under Pending status can be merged  
3. A new message will pop up, make sure to make the right selections and click the Merge button.
4. The merged invoice will pop up, review all the details, then click the Save button. 

Publish Invoices

Easily email invoices to multiple recipients by selecting from suggested billing contacts. This feature allows for greater flexibility and faster invoicing.

1. Once the Invoice(s) has been Approved, chick Invoice Actions and select Send/Publish Invoice.
   
2. In the next screen, select which of the "Billing" contacts you wish to send the invoice to.
   
3. In the dropdown menu, select/deselect any of the billing contacts under that CRM Contact profile.
   
4. If you need to add another contact or assign billing privileges, you can click on Manage Contacts to go to the CRM Contact profile and make any necessary edits.
   
5. You can also choose whether you also wish to send the invoice as a PDF attachment.
   ⚠️ This is turned "ON" by default
   
6. You can customize the emails that go out with your invoices. Whether you need to adjust the subject line, email body, or add additional recipients, this feature gives you the flexibility to tailor your messages when necessary. To customize your email, click Customize Email.
   
7. When you click Customize Email, you can now edit the Email Subject line, the Email Body, and also select the recipients of the email.
   
8. In addition to customizing the recipients, on either of these pages you can also click the Cc link to send a copy to someone from your own team.
9. If you wish to preview what your customer will see when they open the email, you can click on Send Me Preview at the top of the screen. You will receive an automated email that you can view.
   
10. If you're happy with the email and the customization, click Email & Publish to send the customer(s) your invoice!
    

Delete Invoices in Bulk

You can also delete lists of invoices from this screen - handy if you've made a mistake on a bunch of invoices.

1. Navigate to Invoices > Invoice List
   ⚠️ Note that you can only delete invoices whose status are PENDING. If you wish to delete invoices that are Approved or Under Review, you must first set their status back to Pending.
2. Use the checkboxes on the left to select the invoices you wish to print.
3. Click the Trashcan button
   
4. Type "DELETE" in the confirmation box, then click the Delete button. 

Need more help?  Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864

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