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

Invoicing & Documents Overview

4 min read

Published April 12, 2026

Updated August 4, 2026

Invoicing Dashboard

The Invoicing page is your central hub for managing all business documents. It displays four summary cards at the top, Invoices, Quotations, Paid, and Outstanding, giving you an at-a-glance view of your document pipeline. The Outstanding card shows both the number of invoices awaiting payment and the total amount still owed, and clicking it filters the table to just those invoices. Below the summary cards, a searchable and filterable table lists all your documents with their code, type, customer, date, status, total, and outstanding balance.

Document Types

Fixmo supports four document types, each serving a different purpose in your business workflow.

  • Invoice, a formal billing document sent to customers for services rendered or products sold. Invoices track payment status and outstanding balances.
  • Quotation, a price estimate sent to customers before work begins. Customers can approve or reject quotations. Approved quotations can be converted into invoices with one click.
  • Credit Note, issued when a refund or credit is owed to a customer. Credit notes reference the original invoice and reduce the customer's outstanding balance.
  • Receipt, a payment confirmation document generated after a transaction is completed.

Understanding Document Statuses

Each document moves through a lifecycle of statuses. Understanding these helps you track where each document stands.

  • Draft, the document has been created but not yet sent to the customer. You can still edit it.
  • Sent, the document has been delivered to the customer via email.
  • Viewed, the customer has opened the document (tracked via the customer portal link).
  • Approved, the customer has approved a quotation (quotations only).
  • Rejected, the customer has rejected a quotation (quotations only).
  • Paid, the invoice has been fully paid. The balance due is zero.
  • Partially Paid, the invoice has received some payment but still has an outstanding balance.
  • Overdue, the invoice has passed its due date without being fully paid.
  • Converted, a quotation has been converted into an invoice.
  • Voided, the document has been cancelled and is no longer valid.

Note

Outstanding in the filter dropdown is not a document status. It is a shortcut that shows all invoices awaiting payment, Sent, Viewed, Partially Paid, and Overdue, in a single view. Drafts are not included.

Searching and Filtering Documents

The invoicing dashboard provides tools to quickly find the documents you need.

  1. Use the search bar at the top to find documents by document code (e.g., INV-001) or customer name.
  2. Use the Type dropdown to filter by document type: All Types, Invoices, Quotations, Credit Notes, or Receipts.
  3. Use the Status dropdown to filter by status: Outstanding (all invoices awaiting payment), Draft, Sent, Paid, Partially Paid, Overdue, Approved, Rejected, or Voided.
  4. Click any row in the table to open the full document detail page.

Plan Limits for Invoicing

The number of invoices and quotations you can create each month depends on your Fixmo plan.

  • Free plan, 10 invoices per month, 5 quotations per month
  • Pro plan, unlimited invoices and quotations
  • Business plan, unlimited invoices and quotations

Note

Auto-invoice features (automatic invoice generation on repair delivery and sale completion) are available on Pro and Business plans only.

Frequently asked questions

Fixmo supports four document types: Invoices (for billing customers), Quotations (for price estimates that customers can approve or reject), Credit Notes (for refund documentation), and Receipts (for payment confirmations). Invoices and Quotations can be created manually or generated automatically.

Admins, Managers, and Cashiers can use invoicing, creating invoices and quotations, adding products and services, recording payments, and converting quotations. Admins work shop-wide; Managers and Cashiers work within their branch. Voiding a document remains Admin-only. Technicians do not have access to invoicing.

Fixmo tracks documents through multiple statuses: Draft (not yet sent), Sent (delivered to customer), Viewed (customer opened the document), Approved (customer accepted a quotation), Rejected (customer declined), Paid (fully paid invoice), Partially Paid, Overdue (past due date), Converted (quotation converted to invoice), and Voided (cancelled). The Invoicing page also offers an Outstanding filter, not a status itself, that groups every invoice awaiting payment (Sent, Viewed, Partially Paid, or Overdue) in one view.

Yes. The invoicing dashboard provides a search bar to find documents by code or customer name. You can also filter by document type (Invoice, Quotation, Credit Note, Receipt) and by status (Draft, Sent, Paid, Overdue, etc.) using dropdown filters. An Outstanding option in the status dropdown shows all invoices awaiting payment at once, and the Outstanding summary card is clickable to apply the same filter.

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