In the Invoices screen (Invoicing > Invoices), you get a clear overview of all numbered invoices and credit notes. You'll see their payment status, send status (email or Peppol), and whether they’ve been exported. You can apply filters, open or download invoices, and perform (batch) actions such as sending, exporting, or marking them as paid.
This article explains how to use the screen effectively — from setting filters to customizing columns and executing actions on one or several invoices and credit notes at once.
💡 Reading recommendation: From registrations to invoice in three screens:
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To be invoiced – In Open registrations, you'll find all registered time and costs.
⏭️ Overview: Review open registrations and add them to invoice proposals -
Prepare and review – In Invoice proposals, you build your invoices: adjust lines, review totals, and finalize numbering when ready.
⏭️ Overview: editing, checking, and finalizing invoice proposals -
Finalize – In the Invoices screen, you manage numbered invoices and credit notes: monitor deliveries and payments, execute actions, and stay in control.
👉 You are here now.
Financial summary at the top of the Invoices screen
At the top of the Invoices screen, you’ll see six key metrics. These provide a quick insight into your invoicing status. The displayed amounts depend on the filters you’ve applied.
- Total excl.: the total of all invoices excluding VAT.
- Total amount: the grand total including VAT.
- Paid: the amount already received.
- Registrations to invoice: the value of registrations still to be invoiced. Click to go to the Open Registrations screen.
- Invoice proposals: total value of proposals not yet numbered. Click to open the Invoice proposals screen.
- Number of invoices being processed: (not dependent on filters) when finalizing multiple proposals in the Invoice proposals screen, this number shows how many are still being processed. It updates automatically every few seconds and counts down to zero.
Searching and filtering in the Invoices screen
Use the filters at the top of the Invoices screen to quickly find invoices and credit notes, or to make a selection for further action.
Standard filters in the Invoices screen
- Search invoices: search by number, client name, reference number, etc.
- Type: filter between all types, only invoices, or only credit notes.
- Invoice type: filter by invoicing method such as Fixed amount, Advance, Settlement, Free, etc.
- Invoice date: filter by the creation date of the invoice. Use a date range (from/to) or quick options like this month, last quarter, this year, etc.
- Expiry date: show only invoices within a specific due date range (from/to).
- Payment status: show all invoices, only paid ones, or only unpaid ones. This filter is only available if you use payment tracking in AdminPulse.
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Error status: display invoices with or without internal errors (e.g. missing ledger account).
👉 Note: this does not show errors from your accounting software—only issues detected by AdminPulse itself. - Method for sending invoice (relation): filter by the relation's preferred sending method (email, post, etc.).
- Status: filter by send status (email/export/Peppol). Available in the dropdown menu.
- Own companies: show invoices from a specific own company.
- Invoice schedules: only show invoices with our without a schedule or that follow a specific schedule.
Quick filter buttons in the Invoices screen
Below the filter bar, you’ll find a few handy shortcuts. These automatically apply the right filters and update totals at the top accordingly.
- All invoices: default view with no filters applied.
- Unpaid invoices: shows only open amounts (requires payment tracking to be active).
- Expired <30 days: unpaid invoices that are overdue by less than 30 days.
- Expired >30 days: invoices overdue by more than 30 days.
- Unsent invoices: invoices not yet sent via email or Peppol.
- Unexported invoices: invoices not yet sent to your accounting software.
- Undelivered invoices: invoices that were sent but failed to be delivered (email or Peppol).
Advanced filters in the Invoices screen
Want to refine your search? Click 'Advanced filters' to display more filtering options.
Click 'Hide filters' to collapse the panel again.
The following advanced filters are available in the Invoices screen:
- Search relation: quickly find the correct client or contact.
- Relation type: filter on Company, Sole proprietor, or Person.
- Legal form: filter by entity type such as Ltd, non-profit, etc.
- Staff: refine by Assistant; responsible, backup, associate, invoicing, senior, etc.
- Relations with/without labels: show relations with or without specific labels.
- Relation groups: filter invoices based on relation groups.
- Payment method: add filters for Manual or Direct debit methods.
- Relation status: filter by Customer, Prospect, Own company, or Other.
- Assignment template: show only invoices linked to a particular assignment template.
💡 Tip: Combine multiple filters for targeted actions such as numbering or error checking for specific clients.
Reset filters
Click 'Reset filters' to clear all active filters in one click.
Working with the invoice and credit note table
At the bottom of the screen, you'll see a table with all invoices and credit notes that match your filters. You can customize this table, apply column filters, and perform actions — either on a single item or in bulk.
Customizing and using the invoice and credit note table
The table shows one row per invoice or credit note, with columns like Customer, Date, Due Date, Amounts, Status, etc. You can optimize the table view and filter at column level.
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Change columns: click 'Change columns' in the top-right corner of the table to select which columns to display.
Available columns: 'I/C', 'Assignment', 'Own company', 'Customer code', 'Accounting no.', 'Due Date', 'Original amount', 'Adjusted amount', 'Amount VAT excl.', 'To pay', 'Paid', 'Balance', 'Invoice type', 'Peppol', 'State'. -
Filter icons: some columns include a funnel icon to add extra filters per column. A red icon means a filter is active
.
- Export to Excel: export the currently filtered invoice list to Excel format.
When you click on a row in the table, it expands to show invoice lines and registrations details, such as quantity, rate, subtotal, VAT, etc.
Creating new free proposals
Want to create an invoice or credit note manually? Use the buttons at the top right of the screen.
- + New invoice proposal from scratch: create a brand-new invoice from scratch.
- + New credit note from scratch: manually create a credit note.
This allows you to build a proposal independently of registrations or schedules.
Batch actions on multiple invoices or credit notes
Want to process multiple invoices or credit notes at once?
- Select the desired items using the checkboxes (
) next to each row or at the top of the table.
- Click 'Batch operations' at the top right corner of the table and choose an action.
Available batch actions for invoices and credit notes
- Export all not yet exported invoices: begin exporting the selected invoices. If none are selected, all unexported invoices will be included.
- Download as ZIP: download the selected invoices as PDF and UBL format in one ZIP file.
- Open in merged PDF: view all selected invoices together in a single PDF file — ideal for quick review or printing.
- Open as separate PDF files: open each selected item individually in a new tab — suitable for small batches.
- Send invoices: send the selected invoices to clients by email.
- Mark as sent: manually update the status of selected invoices to ‘sent’ (used when sending outside of AdminPulse).
- Mark as exported: manually flag the selected invoices as exported to the accounting system.
- Mark as paid: update payment status to ‘paid’ (available only with the payment tracking module).
- Clear export status: reset export status so the invoices can be exported again to the accounting package.
👉 Some batch actions require specific user permissions. If you don’t see an action, you may not have access. Contact your AdminPulse administrator for more info.
Actions on individual invoices and credit notes
At the end of each row in the invoice and credit note table, you’ll find quick access to commonly used actions. Extra options are available through the dropdown menu ().
Visible actions per invoice or credit note
- Add payment: register a payment on the invoice.
- Send status: send or verify the delivery of the invoice or credit note.
- Open PDF: open the invoice in PDF format in a new tab (for review or printing).
- Download: download the PDF and XML formats in a ZIP archive.
Additional individual actions via the dropdown menu 
Click the triangle at the end of any invoice or credit note row to access more options:
- Download detail: download invoice details. Optionally include non-billable registrations.
- Email invoice: send the invoice by email and choose recipients manually.
- Mail reminder: email a payment reminder to the client.
- Search relation on the Peppol network: look up the recipient on the Peppol network for electronic delivery.
- Send via Peppol: send the invoice electronically using the Peppol network.
- Mark as sent: update send status manually to “sent.”
- Mark as exported: mark the invoice or credit note as exported.
- Add attachment: upload one or more files as attachments.
- Email history: view the list of emails sent related to this document, including timestamp, recipients, and delivery status.
- Events: audit log of who performed what action and when on the invoice or credit note.
- Open registration overview: open the Registration overview screen with related registrations.
- Export registrations: export related registrations to Excel.
- Billing history: view past invoice amounts, applied schedules, and more.
- Copy invoice: use this invoice as a template to create a new proposal with the same content.
- Make credit note: generate a credit note based on this invoice. It will appear as a new proposal.
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Edit: open this numbered invoice to make changes.
👉 Note: the original invoice number remains unchanged. If already sent, its send status will also remain. - Move back to proposals: undo numbering. Only possible for the most recently numbered invoice.
Good to know
Below are some additional help articles that can guide you in using invoicing features in AdminPulse:
- Want to know more about roles in AdminPulse and who can do what? Read: Employees