Viewing Invoices
Navigate to Invoices in the sidebar. You can:- Search: By invoice number, customer name, or PO number
- Filter: By status, date range, or customer
- Sort: By date, amount, or status
Invoice Statuses
| Status | Meaning |
|---|---|
| Open | Invoice sent, awaiting payment |
| Paid | Payment received in full |
| Partially Paid | Partial payment received |
| Overdue | Payment past due date |
| Voided | Invoice cancelled |
Creating Invoices
Invoices are created from sales orders:1
Select Orders
Go to Sales Orders and select one or more orders to invoice
2
Create Invoice
Click Create Invoice in the actions bar
3
Review
The invoice is created in both Buddy and QuickBooks
QuickBooks must be connected to create invoices. Go to Settings → Integrations to connect.
Downloading PDFs
To download an invoice as PDF:- Find the invoice in the list
- Click the download icon on the row
- The PDF opens or downloads to your device
QuickBooks Synchronization
What Syncs
| From QuickBooks | To QuickBooks |
|---|---|
| Invoice details | New invoices from orders |
| Payment status | — |
| Customer payments | — |
| Voided invoices | — |
Sync Frequency
- Automatic: Every few minutes
- Manual: Click Sync to refresh immediately
Troubleshooting Sync Issues
Invoice not appearing
Invoice not appearing
- Check that QuickBooks is connected in Settings
- Click Sync to manually refresh
- Verify the invoice was saved in QuickBooks
- Wait a few minutes for sync to complete
Status not updating
Status not updating
Payment status syncs from QuickBooks. If a payment was recorded:
- Verify the payment is saved in QuickBooks
- Click Sync to refresh
- Status should update within minutes
Customer mismatch
Customer mismatch
If the invoice shows the wrong customer:
- Check customer mapping in QuickBooks integration settings
- Ensure the customer exists in both systems
- Review Data Quality for any customer matching issues
Invoice Fields
| Field | Description |
|---|---|
| Invoice Number | Unique invoice identifier |
| Customer | Customer account |
| Date | Invoice date |
| Due Date | Payment due date |
| Amount | Total invoice amount |
| Balance | Remaining amount due |
| Status | Payment status |
| PO Number | Related purchase order number |
Linked Records
Each invoice shows its connections:- Customer: Click to view customer profile
- Sales Order: Click to view the original order
- QuickBooks: External ID for reference
Best Practices
Invoice Promptly
Create invoices soon after orders ship
Verify Before Creating
Review order details before invoicing
Monitor Overdue
Filter by Overdue status regularly
Keep Connected
Ensure QuickBooks stays connected for accurate sync