The Paid Invoices report is your list of every invoice that has been fully paid — one row per invoice — so you can reconcile cash, check what closed out in a given period, and pull a clean record of completed business. It shows the customer, vehicle, service writer, key dates, and a full breakdown of labor, parts, tires, tax, fees, and total for each invoice, with column sums at the bottom. Use it to answer questions like "what did we finish and get paid for this month?" and to cross-check against your deposits, your customer statements, or your accountant's records.
If an order you expect to find in this report isn’t showing, the first troubleshooting step should be to make sure it’s invoiced and fully paid.
Filters
| Filter | Default | What it does |
|---|---|---|
| Invoiced Date | Last month (the previous complete calendar month) | Picks invoices based on the date the order became an invoice. This is the main date filter — it's always active. Use this when you want to ask "what did we finish and bill during this period?" |
| Fully Paid Date | not active on first open (the chip reads "This month" but nothing is filtered until you click into it) | Picks invoices based on the date the final payment made them paid in full. Use this when you want to ask "what cash came in during this period, regardless of when we invoiced it?" When both Invoiced Date and Fully Paid Date are active, you see only the invoices that satisfy both — invoiced in range A AND paid in full in range B. That's a narrow, reconciliation-style view. Most routine reporting uses one date filter or the other, not both. Neither mode is more "correct" — they answer different questions. |
| Countries (HQ only) | your shop's country | Determines which shops you can pick in the Locations filter and whether your tax columns show as "Tax" (US) or GST/PST/HST (Canada). |
| Locations (HQ only) | every shop you have access to | Narrow down to just specific shops across your group. |
| Archived Status | both archived and non-archived invoices are shown | Choose "Archived" or "Not Archived" to restrict to one group. By default, archived invoices ARE included. |
| Customer Type | both Customer and Fleet are shown | Restrict to retail customers (Customer) or commercial accounts (Fleet). |
| Customers | none | Narrow to one or more specific customers. |
| Service Writers | none | Narrow to invoices handled by specific service writers, including "Unassigned". |
| Order Tags | none | Narrow to invoices carrying specific tags. An invoice matches if it has any of the selected tags. |
Two things are always true on this report, no matter what filters you set: you only see orders that have reached Invoiced status (Estimates and Repair Orders aren't included), and you only see invoices that are fully paid — even an invoice that's a penny short won't show up here.
Understanding Each Number
| Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Order # | the invoice number | — | matching an invoice on this report to the invoice in your system | clicking opens the invoice; if QuickBooks is connected, a small sync icon shows whether it's been pushed |
| Customer (First/Last/Company) | who the invoice is for | — | grouping or looking up by customer | retail customers usually have a first/last name and no company; fleets usually have a company and no first/last |
| Vehicle / VIN / License Plate / Unit # | what was worked on | — | pulling service history by vehicle | HIN shows up only if you have the Marine Vessels add-on |
| Service Writer | who owned the invoice | — | reviewing a writer's performance | a strikethrough name means the writer has been deactivated or deleted from your shop |
| Invoiced Date | when the order became an invoice | — | this is the default sort and the most common date people reason about | — |
| Fully Paid Date | when the invoice was paid in full | — | cash-flow reconciliation | the exact moment the balance hit zero |
| Last Payment Posted | the most recent payment date on the invoice | — | usually equals Fully Paid Date | can be later than Fully Paid Date if you recorded a correction or re-payment afterward |
| Payment Due Date | when payment was due | — | spotting terms that are longer or shorter than usual | usually the invoice date plus the customer's payment term days; blank means no payment term was set |
| Payment Type | how the customer paid | — | counting cash vs card vs other | if multiple methods were used, they're listed together |
| Labor | the labor portion you charged the customer | labor cost to you (that's a separate column), parts, tires, subcontract, fees, tax | understanding how much of the invoice was labor revenue | — |
| Labor Hours (Order) | the planned labor hours from the invoice's labor line items | hours tracked on hidden, declined, or recommended services | comparing planned hours to what actually got clocked | — |
| Labor Cost (Order) | the shop's labor cost based on the rate set on each labor line | time-clock data | margin analysis from the invoice perspective | — |
| Order Hours Tracked | actual time clocked against the order | — | comparing planned vs actual time on the job | may be higher than Labor Hours (Order) if techs clocked time on services that were hidden or not authorized |
| Labor Cost (Time) | labor cost based on time-clock data (hours × tech's hourly rate) | labor from line items | checking payroll cost against invoices | 0 if your techs are flat-rate (no hourly rate set on their profile) or if no time was clocked |
| Parts / Parts Cost | what you charged the customer for parts / what the parts cost your shop | — | parts margin | — |
| Tires / Tires Cost | what you charged for tires / what the tires cost your shop | — | tires margin | — |
| Subcontract | what you charged for subcontracted work | — | tracking sublet | — |
| Tax (or GST / PST / HST) | sales tax on the invoice | — | tax reporting | Canadian shops see GST, PST, and HST separately instead of a single Tax column |
| EPA / Shop Supplies / Fees | the fees charged on the invoice | — | checking that fee rules fired correctly | 0 means the fee didn't apply or wasn't configured |
| Discount | total discount across all line items | — | tracking how much you discounted this invoice | — |
| Total Profit | invoice revenue minus your costs (labor, parts, tires, subcontract) | overhead, rent, utilities, etc. | margin on the invoice | this is gross profit on the invoice, not net profit of your business |
| Total | the invoice grand total | — | matching to statements and deposits | the canonical number printed on the invoice |
Common Questions
Q: An invoice I know was paid isn't showing up. Where is it? A: Three likely reasons. (1) Its invoiced date is outside the "Last month" default filter — change the Invoiced Date filter to a wider window. (2) You opened the Fully Paid Date filter at some point, and now both filters are active at once — clear the Fully Paid Date filter. (3) The invoice isn't actually fully paid — even a penny short keeps it off this report. Check the invoice in your system to confirm the balance is exactly $0.00.
Q: Why are there fewer invoices than I expected? A: Most of the time this is the Fully Paid Date filter. On first open it looks like it's set to "This month", but it's not actually filtering yet. If you clicked into it, it activated — and when both date filters are active, you see only the invoices that satisfy both. Clear the Fully Paid Date filter to go back to just the Invoiced Date view.
Q: Why doesn't the Total match my bank deposit? A: This report sums invoice totals, not cash collected. An invoice total includes tax and fees; your deposit doesn't include processing fees, may include payments on invoices from prior periods, and may exclude payments that were voided or refunded. For cash reconciliation, use the End of Day or All Payments report — those are keyed to when money moved, not when invoices were cut.
Q: Why doesn't this match my Sales Summary report? A: The Sales Summary "Invoiced" number counts every invoice you created in the window, whether or not it's been paid. Paid Invoices only counts the ones that have been fully paid. Any unpaid or partially paid invoice will be in Sales Summary but not here — so Sales Summary is always equal or higher for the same date range.
Q: Why is my Labor Cost (Time) zero when I know techs clocked in? A: Labor Cost (Time) is calculated from each tech's hourly rate on their profile. If a tech is flat-rate (no hourly rate set), their time clock entries show hours but contribute $0 to Labor Cost (Time). That's expected — for flat-rate payroll, Labor Cost (Order) is usually the better number to look at.
Q: Why does Last Payment Posted look different from Fully Paid Date? A: Fully Paid Date is the exact moment the balance first reached zero. Last Payment Posted is the date of the most recent payment on the invoice. Usually they're the same payment. They differ when you posted a later payment after the invoice was already paid — for example, you refunded a payment and then took a new one, or you entered a correction.
Q: Why do archived orders appear in my report? A: By default, both archived and non-archived are included. If you want only one or the other, click the Archived Status filter and pick one.
Q: An invoice I edited today still shows old numbers. Why? A: Reports pull from a data warehouse that refreshes on a schedule. You can see the last refresh time at the top of the report. Very recent edits or payments can take a few minutes to show up. Also note: the line-item breakdown (labor, parts, tires, discount, profit) is snapshotted at invoice time. If you edited services on an invoiced order, those totals update when the order's totals re-save.
Tips for Getting the Most Out of This Report
- Use Invoiced Date for "what did we finish and bill?" It's the default and answers the most common question: what closed out in this period.
- Switch to Fully Paid Date when you're reconciling cash flow. If you want to know when money came in instead of when you invoiced, use Fully Paid Date alone. For a reconciliation that matches cash and invoicing together, use both at once — that's the intersection view.
- Export to XLS when you need more detail. The export adds Due Date, Paid Status, and Term columns that aren't in the on-screen table, and lets you pull more rows than the table shows.
- Pair it with Unpaid Invoices. Running both side by side over the same Invoiced Date window gives you a complete picture of your billed business: what's been collected vs what's still outstanding.
- Cross-check with All Payments for deposits. When a customer asks "why doesn't this match the bank?", All Payments is the right tool — it's one row per payment, keyed to the date the payment was taken.
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