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# Manage invoices (UI)

> Track, edit, and reconcile invoices from the Invoices report

Use the *Invoices* report to track outstanding balances, reconcile payments, and keep invoice records current. Navigate to **Pay In > Invoices** to open it. To create or send invoices, see [Create and send invoices](/guides/pay-in-portal-invoices-create).

## Track invoices with reports

The *Invoices* report lists every invoice in your account. From the report toolbar you can **Save Report** to reuse a setup, apply **Filters**, **Add Columns**, and **Export** the results.

Use **Save Report** to save your combination of filters and columns. Click the down arrow beside **Invoices** to switch between saved reports.

### Find invoices with filters

Use filters to find groups of invoices in Payabli. Click **Filters** to filter by any column. For example, filter by creation date or due date to find invoices that need follow-up.

Filter the view by status to monitor outstanding balances. Click **Filters** and select a status:

* **Draft** — created but not yet sent
* **Active** — sent, awaiting payment
* **Past Due** — Active or Partially Paid and past its due date
* **Partially Paid** — payment received but balance remains
* **Paid** — payment complete

For what each status means and how invoices move between them, see [Invoice statuses and lifecycle](/guides/pay-in-invoices-lifecycle).

An invoice can also reach a status outside this path:

**Canceled** — You stop collecting an invoice you no longer expect to be paid. You can cancel an invoice that's Draft, Active (Open), or Partially Paid, but not one that's already Paid. Canceling is available through the [API](/guides/pay-in-developer-invoices-manage) only. A canceled invoice keeps its record for your history but stops requesting payment.

### Add columns

Select **Columns** to choose which details appear in the report:

#### Invoice columns

* Customer Name & Company
* Customer Number
* Email Address
* Phone Number
* Billing Address
* Shipping Address
* Invoice Number
* Frequency\*
* Payment Terms\*
* Date Created
* Due Date
* Last Payment Date
* Invoice Status
* Paid Amount
* Invoice Amount
* Remaining Amount
* Notes

\* Frequency and Payment Terms are inherited values and can't be edited directly when editing an invoice.

### Export the report

To export the report:

1. Click **Export**.
2. Select the columns to include.
3. Choose **Export XLSX** or **Export CSV**.
4. For large exports, check progress under **See your export queue**.

## View invoice details

Every invoice's row has a three-dot menu with all of its actions. To review an invoice, click the three-dot icon and select **View Details**.

![The three-dot row menu for an invoice, listing View Details, View Customer, Edit Invoice, Mark as Paid, Send Invoice, Download Invoice (unavailable for this invoice), and Delete Invoice.](https://fdr-prod-docs-files-public.s3.us-east-1.amazonaws.com/payabli.docs.buildwithfern.com/e508ea71a7e05cfe2daee0b4611c8a5e714d4ae82d8a1162651e9eb2397e8000/images/pay-in-invoices-action-menu.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA6KXJSKKNFOCF7G4B%2F20260905%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260905T181352Z&X-Amz-Expires=604800&X-Amz-Signature=18fa4ad9fa45d12ed85177ee22267cbbfb9bcc666d260d3fc9d0a7dbbe9df722&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject)

The detail panel opens with the full record. Use the **Edit Invoice** and **Send Invoice** buttons at the top right to act without leaving the panel.

![An invoice detail panel. The left side shows Invoice Details, Customer Information, and a timestamped Invoice Event History. The right side shows a Preview pane with Payment Link, Email, and Invoice PDF tabs.](https://fdr-prod-docs-files-public.s3.us-east-1.amazonaws.com/payabli.docs.buildwithfern.com/46ef6bb5b7d858a24db8ac07840c9e52b4c8de9b66d58f1edfa5660e29e00017/images/pay-in-invoices-view.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA6KXJSKKNFOCF7G4B%2F20260905%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260905T181352Z&X-Amz-Expires=604800&X-Amz-Signature=016398e47318f74a6d5686259fe66b1d6bafb57649170b04634fd0c24ed20a6d&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject)

The panel groups everything about the invoice:

* **Invoice details** — amounts, dates, and payment terms, plus the **Invoice Payment Link** your customer uses to pay. Watch **Remaining Amount** to reconcile a Partially Paid invoice. The status badge shows the invoice's current status.
* **Customer information** — the customer's contact and address details, with a link to their full customer record.
* **Invoice event history** — a timestamped trail of when the invoice was created, updated, sent, and paid. Use it to audit changes during reconciliation.
* **Preview** — how the invoice looks to your customer, across three tabs: **Payment Link**, **Email**, and **Invoice PDF**. When an invoice is paid, the preview shows a watermark and you can only download it as a PDF.

![The Invoice PDF preview tab showing an invoice for \$2,175.00 with a PAID watermark stamped across the line items.](https://fdr-prod-docs-files-public.s3.us-east-1.amazonaws.com/payabli.docs.buildwithfern.com/f0dc791da24a6a1f02c005ef0e07eb315367ea6f52d73bc21796b8be5d8d32d3/images/pay-in-invoices-preview-paid.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA6KXJSKKNFOCF7G4B%2F20260905%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260905T181352Z&X-Amz-Expires=604800&X-Amz-Signature=0923cf80134333af2cd6145b17b07f6dcb1845320a20da83160195ecdd15e7de&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject)

## Edit an invoice

Edit an invoice to change customer details, line items, dates, or amounts. Editing opens the full-page edit form.

1. Find the invoice you want to edit.
2. Click the three-dot icon in the invoice's row.
3. Select **Edit Invoice**.
4. On the edit form, update customer details, invoice numbers, due dates, and [line items](/guides/platform-portal-catalog-manage). Payment Terms isn't a separate field — it follows the due date you set.

You can also open the edit form from the **Edit Invoice** button in an invoice's detail panel.

## Download an invoice

Download a PDF copy of an invoice for your records.

1. Find the invoice you want to download.
2. Click the three-dot icon in the invoice's row.
3. Select **Download Invoice** to save a PDF copy.

You can also download from the **Download Invoice** button in an invoice's detail panel.

## Send or resend an invoice

Send an invoice you saved as a draft, or resend one to nudge a customer about an unpaid balance. To send an invoice when you first create it, see [Create and send invoices](/guides/pay-in-portal-invoices-create).

1. Use filters or browse the report to find the invoice.
2. Click the three-dot icon in the invoice's row.
3. Select **Send Invoice**.

Pay by SMS is an add-on feature — contact Payabli to enable it. When you send by SMS, Payabli prompts customers to opt in if they haven't already.

You can also send from the **Send Invoice** button in an invoice's detail panel.

## Mark an invoice as paid

Record a payment collected outside Payabli so the invoice reflects the correct status.

1. Find the invoice to mark as paid.
2. Click the three-dot icon in the invoice's row.
3. Select **Mark as Paid**.
4. In the modal, enter the payment details — **date**, **amount**, **reference**, and **payment method** — then confirm.

## Delete an invoice

Deleting an invoice is permanent and can't be undone.

1. Locate the invoice to delete.
2. Click the three-dot icon in the invoice's row.
3. Select **Delete Invoice**.
4. Follow the prompts in the confirmation modal.

## Related resources

See these related resources to help you get the most out of Payabli.

#### References

* **[Pay In statuses](/guides/pay-in-status-reference)** - Learn about Pay In (money in) statuses

#### Related topics

* **[Create and send invoices (UI)](/guides/pay-in-portal-invoices-create)** - Create, schedule, and send invoices to customers in the Payabli Portal
* **[Invoice statuses and lifecycle](/guides/pay-in-invoices-lifecycle)** - Understand how an invoice moves from draft to paid, and what each status means for follow-up
* **[Bills and invoices](/guides/platform-bills-vs-invoices)** - Understand the difference between bills and invoices in Payabli