> ## Documentation Index
> Fetch the complete documentation index at: https://docs.usebuddy.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoices

> Managing invoices and QuickBooks synchronization

The Invoices section shows all invoices synced from QuickBooks, allowing you to track payment status and download PDFs.

## 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:

<Steps>
  <Step title="Select Orders">
    Go to **Sales Orders** and select one or more orders to invoice
  </Step>

  <Step title="Create Invoice">
    Click **Create Invoice** in the actions bar
  </Step>

  <Step title="Review">
    The invoice is created in both Buddy and QuickBooks
  </Step>
</Steps>

<Note>
  QuickBooks must be connected to create invoices. Go to **Settings → Integrations** to connect.
</Note>

## Downloading PDFs

To download an invoice as PDF:

1. Find the invoice in the list
2. Click the download icon on the row
3. The PDF opens or downloads to your device

PDFs match the format in QuickBooks.

## 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

<AccordionGroup>
  <Accordion title="Invoice not appearing">
    1. Check that QuickBooks is connected in Settings
    2. Click **Sync** to manually refresh
    3. Verify the invoice was saved in QuickBooks
    4. Wait a few minutes for sync to complete
  </Accordion>

  <Accordion title="Status not updating">
    Payment status syncs from QuickBooks. If a payment was recorded:

    1. Verify the payment is saved in QuickBooks
    2. Click **Sync** to refresh
    3. Status should update within minutes
  </Accordion>

  <Accordion title="Customer mismatch">
    If the invoice shows the wrong customer:

    1. Check customer mapping in QuickBooks integration settings
    2. Ensure the customer exists in both systems
    3. Review Data Quality for any customer matching issues
  </Accordion>
</AccordionGroup>

## 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

<CardGroup cols={2}>
  <Card title="Invoice Promptly" icon="clock">
    Create invoices soon after orders ship
  </Card>

  <Card title="Verify Before Creating" icon="check">
    Review order details before invoicing
  </Card>

  <Card title="Monitor Overdue" icon="bell">
    Filter by Overdue status regularly
  </Card>

  <Card title="Keep Connected" icon="link">
    Ensure QuickBooks stays connected for accurate sync
  </Card>
</CardGroup>