FixedFixed: an invoice would not take payment again after a payment was deleted

Document Actions: Send, Void, Convert, Duplicate, and Remind

7 min read

Published April 12, 2026

Updated July 26, 2026

Sending Documents

You can send documents to customers via email directly from the document detail page. Documents in Draft, Sent, or Viewed status can be sent or re-sent.

  1. Open a document from the Invoicing page.
  2. Click 'Send Email' to send the document via email. The customer receives a professional email with the document details and a link to view it online.
  3. After sending, the document status updates to 'Sent'. If the customer opens the document link, the status updates to 'Viewed'.

Note

Email sending requires an email provider to be configured in Settings > Email. If no provider is connected, Fixmo uses the default system email ([email protected]).

Converting Quotations to Invoices

Quotations can be converted into invoices with a single click. The normal flow is to wait for the customer's approval, but staff can also convert without it when the customer agrees in person or over the phone. Admins, Managers, and Cashiers can convert quotations in their branch.

  1. Send a quotation to the customer. They can approve or reject it through the customer portal link included in the email.
  2. Open the quotation. The 'Convert to Invoice' button appears on Approved, Draft, Sent, and Viewed quotations.
  3. If the quotation is Approved, clicking the button converts it immediately.
  4. If the customer hasn't approved it yet, a confirmation dialog appears, 'Convert without customer approval?'. Click 'Convert Anyway' to proceed. The override is recorded on both the quotation and the new invoice, in the 'Corrections & related records' panel, with who converted it and when.
  5. A new invoice is created with all line items, customer details, and totals copied from the quotation.
  6. The quotation status changes to 'Converted' and shows a link to the new invoice in the Related Documents section.
  7. You are redirected to the new invoice where you can review, adjust, and send it.

Note

A quotation the customer explicitly rejected cannot be converted. If they change their mind later, duplicate the quotation and start fresh.

Voiding Documents

Documents that are no longer valid can be voided. Only Admins can void documents. Voided documents remain visible in the list but are clearly marked and excluded from financial calculations. This is the default; the shop owner can change it in Settings, Roles and Permissions.

  1. Open the document you want to void.
  2. Click the 'Void' button (visible to Admins only, not available on Paid or already Voided documents).
  3. Confirm the action in the confirmation dialog.
  4. The document status changes to 'Voided' permanently.

Warning

Voiding a document is permanent and cannot be undone. If you need a corrected version, duplicate the document first, then void the original.

Duplicating Documents

Any document can be duplicated to create a new Draft with the same content. This saves time when creating similar or recurring documents.

  1. Open any document from the Invoicing page.
  2. Click the 'Duplicate' button in the action bar.
  3. A new document is created as a Draft with the same line items, customer, and settings.
  4. You are redirected to the new document where you can make adjustments before sending.

Recording a Payment

Collect money against an invoice from the invoice's Payments section. The balance due updates immediately, and the invoice moves to Partially Paid or Paid.

  1. Open the invoice and click 'Record Payment'.
  2. Pick a payment method, and an account if the method has more than one.
  3. Enter the amount, leave it at the balance due for a full settlement, or lower it for a part payment.
  4. If the customer is paying cash, type what they handed over in 'Cash received', the change due appears underneath.
  5. Use 'Split Payment' when the customer pays part cash and part card or transfer.
  6. Add an optional reference such as a cheque number or transfer ID, then confirm.

Note

Cash received is only used to work out the change. The payment recorded against the invoice is always the amount actually taken, so account balances and reports are unaffected. Recording a payment does not print anything by itself, print the invoice from its Print button when the customer wants a copy.

Sending Payment Reminders

For invoices with outstanding balances, you can send payment reminders to customers. This is available for invoices with status Sent, Viewed, Partially Paid, or Overdue.

  1. Open the invoice with an outstanding balance.
  2. Click the 'Remind' button in the action bar.
  3. Fixmo sends a payment reminder notification to the customer.
  4. The reminder count is tracked on the document detail page under Details.

Frequently asked questions

Open the document from the Invoicing page and click 'Send Email' to send via email. The document must be in Draft, Sent, or Viewed status. After sending, the status updates to Sent.

Open the quotation from the Invoicing page and click 'Convert to Invoice'. An approved quotation converts immediately. A quotation the customer hasn't answered yet (Draft, Sent, or Viewed) can also be converted, Fixmo first asks you to confirm converting without customer approval, and records the override on both documents. A new invoice is created with all the quotation's line items, customer details, and totals copied over, and the quotation status changes to Converted.

Yes. If the customer agrees over the phone or in person, you don't have to wait for them to tap Approve on the quotation link. Click 'Convert to Invoice' on the Draft, Sent, or Viewed quotation and confirm 'Convert Anyway' in the dialog. The conversion is recorded as an approval override, the quotation and the new invoice both show who converted it and when in the 'Corrections & related records' panel. A quotation the customer explicitly rejected cannot be converted.

Yes. Admins can void any document that is not already Paid or Voided. Open the document and click the 'Void' button. Confirm the action in the dialog. Voided documents cannot be un-voided, this action is permanent.

Yes. When the payment includes cash, a 'Cash received' box appears in the Record Payment window, type what the customer handed over and the change due is shown underneath. On a split payment the change is worked out against the cash portion only. The amount recorded against the invoice is always the amount actually taken, so the balance due and your account totals stay correct.

Payment reminders are available for invoices with status Sent, Viewed, Partially Paid, or Overdue. Open the invoice and click the 'Remind' button. Fixmo sends a reminder notification to the customer. The reminder count is tracked on the document detail page.

Yes. Open any document and click the 'Duplicate' button. Fixmo creates a new document with the same line items, customer, and settings but as a new Draft. This is useful for creating recurring invoices or similar quotations.

No, not if the total collected is correct. An Admin can use 'Correct Payment Method' on the invoice's Payments section to fix which method (or account) a payment is attributed to, including turning a single payment into a split or a split back into one, without voiding anything or touching the balance due. Voiding is still the right move if the amount itself was wrong. See Correcting a Payment Method.

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