Skip to content
theopsroom Guide

Mark an invoice paid, and delete invoices

Staff make and send invoices (see Make and send an invoice). Recording payments and deleting sent or cancelled invoices are for admins.

Steps

Section titled “Steps”

Mark an invoice paid

Section titled “Mark an invoice paid”
  1. Open Billing and click the invoice’s number.
  2. Click Mark paid. You see “Marked paid.” The status becomes Paid, with the date.
  3. theopsroom emails the seller a receipt, “Payment received for INV-…”, to their billing email and CC emails. The card shows “Receipt emailed to … · …”.
A sent invoice not opened yet, with Mark paid and Delete invoice
  1. 1. Whether the seller has opened it.
  2. 2. Record the payment. The seller is emailed a receipt.
  3. 3. Delete it: only before the seller opens it.
Tap or click the picture to open it full size.

You can also press Mark paid on the invoice’s row in the Billing list. The notice has an Undo button that puts it back to unpaid straight away.

Undo paid

Section titled “Undo paid”

Marked paid by mistake? Open the invoice and click Undo paid. It goes back to Sent (or Overdue) and you see “Marked unpaid.” The receipt already emailed isn’t taken back.

A paid invoice with the paid date, the receipt email line and Undo paid
  1. 1. When it was marked paid.
  2. 2. The receipt email, and who got it.
  3. 3. Marked paid by mistake? Put it back to Sent.
Tap or click the picture to open it full size.

Delete an invoice

Section titled “Delete an invoice”
  1. Open the invoice.
  2. Click Delete invoice (on a draft: Delete draft).
  3. Confirm “Delete INV-…? It disappears for you and the seller, and its number won’t be used again.”
  4. You see “Invoice deleted.”

Which invoices can be deleted

Section titled “Which invoices can be deleted”
Invoice Who can delete it
Draft Admins and staff (Delete draft).
Sent or Overdue, not opened by the seller yet Admins only.
Sent or Overdue, opened by the seller Nobody. Use Cancel and reissue instead (see Cancel and reissue, or resend an invoice email).
Cancelled Admins only.
Paid Nobody.

A deleted invoice’s number is never used again.

What each button and field means

Section titled “What each button and field means”
Item What it means
“Read by the seller … · opened … times” / “Not opened by the seller yet” Whether the seller has opened the invoice’s PDF.
Mark paid Record the payment and email a receipt.
Undo paid Back to unpaid.
Resend email Send the invoice again, or the receipt once paid.
Delete invoice Delete it for you and the seller.

If something goes wrong

Section titled “If something goes wrong”
Message Why What to do
“Only sent invoices can be marked paid” It’s a draft or cancelled. Send it first, or use the corrected copy.
“This invoice is not marked paid” It’s already unpaid. Nothing to undo.
“Mark it unpaid before cancelling it” A paid invoice can’t be cancelled. Click Undo paid first.
“Paid invoices can’t be deleted” Paid invoices stay. Nothing to do.
“The seller has opened this invoice — cancel it instead” The seller has seen it. Use Cancel and reissue.
“Only admins can delete a sent or cancelled invoice” You’re not an admin. Ask an admin.
“Email failed: …” The receipt email couldn’t be sent. Click Resend email.
“Not emailed: add a billing email to this client” The client has no billing email. Add it in billing details, then Resend email.
Section titled “Related pages”