Your Unpaid Invoices report is a running list of every invoice that still has money owed on it — the core view for collections, chasing down overdue balances, and understanding your open accounts receivable. Each row is one order, with columns for who owes the money (Customer), when you invoiced it (Invoiced Date), when payment is due (Payment Due Date), and how much is left (Remaining Balance) alongside the grand total and anything already paid. You can sort, filter by date, customer, service writer, payment term, workflow status, and more, and export everything to Excel for follow-ups.
Filters
| Filter | Default | What it does |
|---|---|---|
| the Countries filter (HQ only) | your own country | Limits which locations show up in the Locations picker, and switches the tax column between US Tax and Canadian GST/PST/HST |
| the Locations filter (HQ only) | all locations you have access to | Narrows the report to specific shops |
| the Invoiced Date filter | Last Month | Shows only invoices dated in the range you pick. By default you're looking at last month, not this month or today — widen the range if you want to see recent invoices |
| the Archived Status filter | shows both archived and non-archived | Lets you include or exclude archived orders. By default archived invoices are included |
| the Customer Type filter | shows both Customer and Fleet | Limits to just retail customers or just fleet accounts |
| the Customers filter | empty | Narrows to one or more specific customers or fleets |
| the Service Writers filter | empty | Narrows to orders assigned to specific service writers; you can also pick "Unassigned" |
| the Due Date filter | empty | Narrows by the work due date — when the job was supposed to be finished. This is different from Payment Due Date |
| the Order Tags filter | empty | Narrows to orders carrying one of the tags you pick |
| the Payment Due Date filter | empty | Narrows by when payment is expected (usually invoice date plus the payment term's days) |
| the Paid Status filter | shows Unpaid + Partially Paid | Choose any mix of Unpaid, Partially Paid, and Overdue. If you only pick "Unpaid," partially paid invoices will disappear — leave all three selected (or leave it blank) to see everything you're owed |
| the Term filter (Shop only) | empty | Narrows to specific payment terms like Net 30, Net 60 |
| the Workflow filter (Shop only) | empty | Narrows to specific workflow statuses |
Date Filter
The Invoiced Date is the date you marked the order as Invoiced — not the day work started, not the day the job was completed, not the day payment came in. This report doesn't offer a Fully Paid date mode or a Labor Completed date mode; it focuses on the Invoiced date because the report is about open A/R. If you're cross-checking against a cash-flow report that filters on when payment was received, remember that an invoice created in March and paid in May will appear in different time windows in the two reports. Neither mode is more "correct" — they answer different questions.
Understanding Each Number
| Card / Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Order # | the invoice's order number | — | spotting a specific invoice at a glance | click it to open the order |
| Customer (First / Last / Company) | who the invoice is for | — | sorting, filtering, and grouping by who owes | if a customer was deleted the name may be blank |
| Vehicle | Year/Make/Model/Trim of the vehicle on the order | — | knowing what vehicle the work was done on | |
| Term | the payment term applied (Net 30, etc.) | — | sorting collections by term length | blank if you didn't set a term |
| Due Date | the work completion date you quoted the customer | payment-related dates (that's Payment Due Date) | spotting work that slipped past its promised date | |
| Payment Due Date | when you expect to be paid | — | pulling your "payment overdue" list | blank if the order has no payment term |
| Invoiced Date | when you marked the order Invoiced | — | this is the date the main filter uses | |
| Labor | retail labor dollars on the invoice | parts, tires, fees, tax | seeing how much of an invoice is labor | |
| Labor Hours (Order) | planned labor hours on the order's reportable services | hidden services, declined services, and recommended services; also not actual time-clocked hours | comparing planned labor against time actually clocked | |
| Labor Cost (Order) | your cost for the labor (technician pay, not customer price) | — | margin analysis on a per-invoice basis | |
| Order Hours Tracked | hours clocked against the order via Time Clocks (type Order, Service, or Labor) | anything not on the order's time clock entries | comparing actual time to planned labor hours | different from Labor Hours (Order) |
| Labor Cost (Time) | timesheet hours times the tech's pay rate | anything outside the time clock | true labor cost based on what you're paying your techs | 0 if no time was clocked or no rate is set |
| Parts / Parts Cost | parts revenue / parts wholesale cost | labor, tires, fees | margin on parts | |
| Tires / Tires Cost | tire revenue / tire wholesale cost | — | margin on tires | |
| Subcontract | subcontract revenue on the invoice | — | seeing sublet work | |
| Tax or GST/PST/HST | the tax charged on the invoice | — | reconciling tax liabilities | the column set depends on country (US = Tax, Canada = GST/PST/HST) |
| EPA / Shop Supplies / Fees | fees charged on the invoice | — | fee reconciliation | |
| Discount | total discount applied across the whole invoice | — | understanding why an invoice total is lower than expected | |
| Total Paid | how much has already been received on this invoice | voided and refunded payments — those are already netted out | collections follow-up | |
| Remaining Balance | what's still owed | — | the headline number for collections | in rare cases involving refunds/credits this may not equal Total minus Total Paid — your order detail's Balance Due is the source of truth |
| Total Profit | retail minus wholesale across labor, parts, tires, subcontracts | fees and tax | invoice-level margin | |
| Total | the grand total of the invoice | — | the full amount you billed |
Common Questions
Q: Why doesn't this match my Paid Invoices report? A: These two reports are opposites — an invoice is only ever in one of them at a time, based on whether it's fully paid or not. If you just collected payment on an invoice, it moves from Unpaid to Paid. There is typically a short delay between when you record the payment and when the report refreshes.
Q: Why doesn't this match my All Invoices or All Orders report? A: All Invoices shows every invoice, paid or not — so it has more rows than Unpaid Invoices. All Orders shows even more: it also includes Estimates and Repair Orders that haven't been invoiced yet. Unpaid Invoices strictly shows invoiced orders that still owe you money.
Q: Why doesn't this match my Customer Aging report? A: Aging groups by customer and buckets invoices by how many days past due they are, using the payment due date. It can show older invoices that are outside your Unpaid Invoices date window, so the totals won't line up. Use Aging when you want customer-by-customer collection priorities; use Unpaid Invoices when you want invoice-by-invoice detail for a specific time range.
Q: Why is a partially paid invoice missing? A: Most likely you changed the Paid Status filter to only "Unpaid." Add "Partially Paid" back (or clear the filter to the default) and it will reappear.
Q: Why is an Overdue invoice not showing up under "Overdue"? A: "Overdue" means the Payment Due Date has passed. If the invoice doesn't have a payment term, it doesn't have a Payment Due Date — so it can never be tagged Overdue, even if it's very old. Make sure a payment term is assigned if you want aging to work.
Q: Why is an invoice from today missing? A: The default Invoiced Date filter is Last Month. Change the date range to include today (or pick "This Month" / a custom range) and it will show up.
Q: The Remaining Balance doesn't equal Total minus Total Paid — is that a bug? A: Usually it's because a refund or credit memo was applied to the order. The Balance Due shown on the order itself is the source of truth — trust that number.
Q: Why are Labor Hours lower on the report than what I see on the order? A: The report only counts labor on reportable services. Services you've marked hidden, declined, or recommended aren't included in Labor Hours or Labor Cost on the report. Open the order's Services section to see which services are in those states.
Tips for Getting the Most Out of This Report
- For a full collections view, don't narrow Paid Status. Leaving it at the default (Unpaid + Partially Paid) is almost always what you want — you'll see every dollar owed. Only switch to just "Overdue" when you specifically want past-due invoices.
- Export to Excel before a collections call. The export includes everything on screen plus a Subcontract Cost column, and holds up to 100,000 rows — perfect for sorting, filtering, and sending to your bookkeeper.
- Widen the Invoiced Date filter for year-to-date receivables. The default "Last Month" is great for monthly close, but for a full open A/R picture set the range to "This Year" or a custom range covering your oldest unpaid invoice.
- Use the Service Writer filter to assign collection follow-ups. You can quickly filter to one service writer's open invoices and hand them that list.
- Watch the "last updated" timestamp. Very recent payments may not yet be reflected; if an invoice is still showing right after you recorded the payment, give it a few minutes and refresh.
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