Invoices: How to Review, Send, and Track Charges in Diamond Operations Pro

What an invoice is

An "invoice" is a billing document associated with a client, service, job, or group of jobs.

The invoice indicates how much the client should pay, which services are being charged, which taxes or discounts apply, and the current billing status.

In daily operations, an invoice helps answer questions such as:

• What was charged to the client?
• Has the invoice already been sent?
• Has the client already paid?
• What amount is still pending?
• Which payment method was recorded?
• Is the invoice part of a batch?
• Does the charge match the job performed?

What the "Invoices" module is used for

The "Invoices" module helps control the billing cycle from the initial review to final payment.

From this module, you can:

• Search registered invoices.
• Review pending invoices.
• View invoice details.
• Confirm client, services, dates, and amounts.
• Send invoices to clients.
• Record payments.
• Review invoice statuses.
• Create invoice batches.
• Consult useful information for billing reports.
• Investigate differences between jobs, invoices, and payments.

This module is especially important for keeping financial information related to services organized.

Who should use this module

The "Invoices" module is intended for users involved in billing, financial review, or service administration.

It can usually be used by:

• Administrators.
• Finance staff.
• Billing staff.
• Owners.
• Users who review charges.
• Users authorized to send invoices.
• Users responsible for recording payments.
• People who prepare financial reports.

Because invoices contain client and company financial information, access should only be assigned to authorized users.

When to use "Invoices"

Use this module when you need to review or manage charges.

Common cases include:

• A pending invoice needs to be reviewed.
• An invoice needs to be sent to the client.
• A payment must be recorded.
• A client asks about a charge.
• The invoice status needs to be reviewed.
• Several invoices need to be grouped into a batch.
• Taxes, discounts, or totals need to be reviewed.
• Differences between a job and an invoice need to be investigated.
• Information needs to be validated before reporting income.
• You need to confirm whether a payment was applied correctly.

Information an invoice may include

Each invoice may contain important information to validate the charge.

Client

Indicates who is being charged.

Property

May show the property related to the service, if applicable.

Services

Shows the services or jobs included in the charge.

Dates

Help identify when the service was performed or when the invoice was generated.

Amounts

Include subtotals, discounts, taxes, total, and outstanding balance, depending on configuration.

Status

Shows whether the invoice is pending, sent, paid, awaiting approval, or another available status.

Notes

May include additional information for the client or for internal review.

Payments

Show whether a payment has been applied to the invoice and whether the balance changed.

Important concepts

Invoice
Billing document associated with services, jobs, or clients.

Status
Current situation of the invoice, such as pending, sent, paid, or awaiting approval.

Payment
Amount applied to an invoice to reduce or complete the outstanding balance.

Batch
Group of invoices processed together.

Tax
Additional amount applied according to the company’s tax or financial configuration.

Balance
Pending amount after applying payments, discounts, or other adjustments.

Discount
Reduction applied to the invoice amount, if applicable.

Main Invoices screen

The main "Invoices" screen shows invoices registered in the system.

From this screen, depending on the user’s permissions, you can:

• Search invoices.
• Filter by date, client, or status.
• Select one or more invoices.
• Open invoice details.
• Send invoices.
• Record payments.
• Create batches.
• Review statuses.
• Consult information for financial follow-up.

This list is the main view for controlling what has been charged, what still needs to be sent, and what remains unpaid.

Before sending or paying an invoice, always review the client, services, dates, taxes, discounts, and total.

Invoice statuses

Statuses help you understand where an invoice is within the billing cycle.

Some common statuses may include:

Pending

The invoice exists, but it still requires review, sending, or another action.

Sent

The invoice has already been sent to the client.

Paid

The payment was recorded and the invoice has been settled.

Awaiting approval

The invoice requires review or approval before continuing.

The exact names of statuses may vary depending on the company’s configuration, but they should always be used to understand which action should be taken.

Before sending an invoice

Before sending an invoice to the client, verify that all information is correct.

Recommended questions:

• Is the client correct?
• Is the client’s email address written correctly?
• Does the property match the service?
• Are the included services correct?
• Do the dates match the work performed?
• Are taxes applied correctly?
• Are discounts correct?
• Does the total match what is expected?
• Are there notes that need to be corrected?
• Does the invoice status allow it to be sent?

Do not send invoices with incomplete or incorrect information. If the error comes from the job, correct the source first before sending.

A complete review helps prevent errors before contacting the client or applying payments.

If the invoice should not be sent yet, correct the necessary information before continuing.

After recording a payment, check whether the invoice is fully paid or still has an outstanding balance.

Partial payments and outstanding balance

In some cases, a client may pay only part of an invoice.

When this happens, review:

• Original amount.
• Amount paid.
• Outstanding balance.
• Payment method.
• Payment date.
• Updated invoice status.

If the payment does not cover the total, the invoice should continue showing an outstanding balance or the corresponding status according to the system workflow.

Creating invoice batches

Batches allow several invoices to be grouped and processed together.

This can be useful when billing needs to be handled by client, period, group of jobs, or internal review.

To create a batch:

1. Select one or more compatible invoices.
2. Use the action to create a batch.
3. Review the included invoices.
4. Confirm the totals.
5. Save the batch.
6. Review the batch from the "Batches" module.

Before creating a batch, confirm that the selected invoices correspond to the same internal process or criteria.

Relationship between invoices, jobs, and payments

Invoices can be related to jobs and payments.

A common workflow may be:

1. A job is created or completed.
2. An invoice is generated or reviewed.
3. The invoice is sent to the client.
4. The client makes the payment.
5. The payment is recorded.
6. The invoice status changes.
7. The transaction becomes available for financial review.

If an invoice does not match the job, first review the source of the data. Many differences come from services, materials, discounts, taxes, or changes made in the job.

Reviewing taxes and discounts

Before sending an invoice, review whether taxes and discounts are correct.

Verify:

• Whether the tax corresponds to the client or service.
• Whether the applied percentage or amount is correct.
• Whether there is an authorized discount.
• Whether the discount affects the total as expected.
• Whether the final total matches what should be charged.

Errors in taxes or discounts may cause differences in charges, reports, or payments.

Use of invoices in financial reports

Invoices may affect reports for income, accounts receivable, payments, and internal financial status.

For this reason, it is important to keep them updated.

A well-managed invoice should have:

• Correct client.
• Correct services.
• Validated total.
• Updated status.
• Payments applied correctly.
• Clear relationship with the job or service.
• Information ready for reports.

Best practices

To manage invoices in an organized way:

• Review the invoice before sending it.
• Confirm the client’s email address.
• Do not send invoices with incomplete information.
• Correct errors at the source when they come from the job.
• Review taxes, discounts, and total.
• Record payments with the correct method.
• Verify the status after applying a payment.
• Use batches only when invoices belong to the same process.
• Review pending invoices frequently.
• Consult transactions if there are questions about a payment.
• Limit access to authorized users.

Expected result

By the end, the user should be able to:

• Search invoices by client, number, date, or status.
• Review invoice details.
• Confirm client, services, taxes, discounts, and total.
• Send invoices to clients.
• Record payments correctly.
• Review an invoice’s balance and status.
• Create batches when needed.
• Consult transactions if there are payment questions.
• Detect differences between jobs, invoices, and charges.
• Keep the invoice lifecycle under control within Diamond Operations Pro.