Your All Invoices report is a complete list of every invoice in your shop for the time period and locations you choose. You use it to review your invoiced work — confirming totals, tax, payments taken, balance remaining, and profit on each invoice — and to reconcile your books against what actually got billed. The table lets you sort, filter, and export every invoice line by line, so you can answer questions like "how much did we invoice last month?", "which invoices are still unpaid?", and "what's the balance on this specific customer's invoice?" without opening each one.
Filters
| Filter | Default | What it does |
|---|---|---|
| Invoiced Date | Last Month (the previous complete calendar month, not the current one) | Shows only invoices that were invoiced inside the date range. This is the most important filter. It answers: "what did we invoice and bill during this period?" Each of your locations uses its own local time, so a multi-location report respects each shop's day boundary. |
| Fully Paid Date | Off | Narrows the list to invoices that were fully paid inside a second date range. When you turn it on alongside Invoiced Date, an invoice has to satisfy both ranges — it must have been invoiced during the first range AND fully paid during the second. This is useful for tight reconciliation but hides invoices that paid outside the second window. |
| Locations (HQ only) | All of your locations in the selected country | Limits which shops show up. Leaving it blank still sends every location you have access to — it doesn't turn the filter off. |
| Countries (HQ only) | Your current country | Switches which tax columns you see (Tax for the US, GST/PST/HST for Canada) and narrows the Locations list. You cannot view US and Canadian shops at the same time. |
| Archived Status | Both archived and non-archived shown | Archived invoices ARE included in this report by default. If you want to exclude them, pick "Not Archived" explicitly. |
| Customer Type | Both Customer and Fleet shown | Split your retail (Customer) and business (Fleet) invoices if you need to look at only one. |
| Customers | Off | Narrow to one or more specific customers. |
| Service Writers | Off | Narrow to invoices written up by a specific service writer. You can also pick "Unassigned" to see invoices that don't have a writer assigned. |
| Due Date | Off | The job's due date, NOT the payment due date. Used when you want to see invoices for jobs that were supposed to be completed during a certain period. |
| Order Tags | Off | Show only invoices that carry at least one of the tags you pick. |
| Paid Status | All statuses shown | Pick Paid, Unpaid, Partially Paid, and/or Overdue. Important: selecting only "Unpaid" does NOT include partially-paid invoices — you have to add "Partially Paid" too. "Overdue" means Unpaid AND past the payment due date. |
| Term (Shop only) | Off | Narrow to invoices using a specific payment term. |
| Workflow (Shop only) | Off | Narrow to invoices sitting in a specific workflow status. |
Date Filters
The two date filters answer different questions, and you'll use different ones for different reasons:
- Invoiced Date — "I want data about jobs I billed during this period." This is your default and covers most reporting (monthly sales review, filing tax returns for the period you invoiced).
- Fully Paid Date — "I want data about invoices that were fully settled during this period." Use this for cash-collection reconciliation, when you care about when money fully came in, not when the job was billed.
- Both together — this gives you only the invoices that were billed in one window AND fully paid in another. It's a narrow, strict view used for tight reconciliation, and it will hide invoices that don't satisfy both conditions.
Neither mode is more "correct" — they answer different questions.
Understanding Each Number
| Card | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Total (at the bottom) | The sum of all invoice totals for the rows currently shown | Invoices outside your filters — change the filters, this number changes | Quick answer to "how much did we invoice in this period?" | This is a sum of what's on screen right now; if the totals look off, check your filters first |
| Total Paid (column and footer) | The amount each invoice has been paid, and the total across all shown invoices | Any voided or refunded payments (those are netted out) | Confirming how much cash you've collected against the invoices you're looking at | Use this with Remaining Balance to see how much is still outstanding |
| Remaining Balance (column and footer) | What customers still owe on each invoice, and the sum across all shown invoices | Customer credits or unusual refund adjustments are already factored in | Your outstanding A/R for the filtered list | This is the authoritative "what they owe" number — trust it over doing Total minus Total Paid yourself, because of rare refund/credit cases |
| Labor, Parts, Tires, Subcontract | The customer-facing retail subtotals on each invoice | The shop's wholesale cost (those are the Cost columns) | Breaking down what your customers were billed for | These reflect the invoice as it was last saved; if you edit an invoice without saving, the report keeps showing the previous values |
| Labor Cost, Parts Cost, Tires Cost | What those items cost you, the shop | Retail markup | Profit analysis — the margin between Labor and Labor Cost is your profit on labor | — |
| Labor Hours (Order) | The total labor hours billed on the invoice | Hours on declined or hidden services | Comparing billed hours against tracked time | If you've declined some recommended services, those hours are not included here |
| Order Hours Tracked | The total time your technicians clocked to the order | — | Comparing the clock time to the billed time to look for unbilled labor or overruns | Includes time on every service — even services that were declined or hidden — so it's often larger than Labor Hours (Order) |
| Labor Cost (Time) | The cost of the tracked time at each technician's hourly rate at the time they clocked in | — | Understanding what your labor actually cost, based on time worked rather than billed labor | Uses the rate captured on each time entry — if you change a technician's rate later, old entries keep their old rate |
| Tax (US) or GST / PST / HST (Canada) | The tax portion of each invoice and the total tax collected | — | Sales tax reporting | On HQ, the tax columns change based on whether you're looking at US or Canadian shops — you can't view both at once |
| EPA, Shop Supplies, Fees | Your add-on fees on each invoice | — | Confirming fees were applied | — |
| Discount | All discounts applied across each invoice | — | Seeing how much you gave up in discounts | Covers discounts on labor, parts, tires, and the invoice-level discount |
| Total Profit | Retail minus cost, across labor, parts, tires, and subcontracts, on each invoice | Tax, fees, EPA, and shop supplies are not part of this profit number | A quick health check on how each invoice performed | Calculated when the invoice was last saved |
| Paid Status | A quick Paid or Unpaid badge | Partially-paid invoices show as Unpaid in this column — check Total Paid and Remaining Balance for the details | At-a-glance payment health | Use the Paid Status filter (not this column) to split out fully unpaid vs partially paid |
| Fully Paid Date | When the final payment was applied to the invoice | — | Confirming when cash actually came in on an invoice | Blank on any invoice that isn't fully paid yet |
| Last Payment Posted | When the most recent payment was recorded on the invoice | — | Seeing how recently an invoice has had activity | This uses when you entered the payment, not the effective date on the payment — a backdated payment shows the date you keyed it in, not the backdated date |
Common Questions
Q: The report says I invoiced zero dollars last week, but I know I did. What's wrong? A: Almost always it's the Invoiced Date filter. The default is Last Month — the previous complete calendar month — not the current month or week. Change the filter to This Month, Today, or a custom range that covers the time you're looking for.
Q: Why is my partially-paid invoice not showing when I filter by "Unpaid"? A: On this report, "Unpaid" means strictly no payment applied at all. To see partially-paid invoices too, select both "Unpaid" and "Partially Paid" in the Paid Status filter (or leave the filter empty, which shows all statuses).
Q: Why doesn't the Total on All Invoices match the Total on my All Payments report? A: They measure different things over different dates. All Invoices groups by when the invoice was billed (the Invoiced Date). All Payments groups by when the payment was taken. An invoice billed in March that's paid in April shows up in March on All Invoices and in April on All Payments. That's working as designed — both totals are correct for their own question.
Q: Why doesn't the Total on All Invoices match the Total on All Orders? A: All Orders includes Estimates and Repair Orders too, and filters by when the order was created (not invoiced). All Invoices only shows orders that have reached Invoiced status. Over the same period, All Orders will almost always be a larger number because it includes work that hasn't been invoiced yet.
Q: My invoice is missing from the report — why? A: Go through the list:
- Is the order actually Invoiced? Estimates and Repair Orders never appear here.
- Does the Invoiced Date fall inside your date filter?
- If you turned on Fully Paid Date, is the invoice fully paid inside that window too?
- Is your Paid Status filter excluding it (for example, selecting only "Unpaid" hides paid and partially-paid invoices)?
- For HQ: is the invoice's location in your Locations filter, and does the Country filter match the shop's country?
- If the invoice is brand new, our reporting data may not have caught up yet — check the "last refreshed" timestamp at the top of the report.
Q: The Labor total on the report doesn't match what I see on the order today. Why? A: The report shows the numbers as they were the last time the invoice was saved. If you opened the invoice and edited a labor line but haven't saved again, the report still shows the older values. Save the invoice and the report will catch up on the next data refresh.
Q: Why are my "Labor Hours (Order)" and "Order Hours Tracked" different? A: They are different measures. Labor Hours (Order) is the hours you billed on authorized services. Order Hours Tracked is the hours your technicians clocked on the order, including time against services you later declined or hid. A bigger Tracked number usually means your techs spent time on work that ultimately wasn't billed — which can be worth investigating.
Tips for Getting the Most Out of This Report
- Set the Invoiced Date filter first. Everything else works off the rows the date filter returns. Starting anywhere else will give you confusing numbers.
- Use the Paid Status filter intentionally. Leave it empty when you want to see everything. Add "Unpaid" AND "Partially Paid" together when you want your open A/R. Use "Overdue" alone when you want a dunning list.
- Compare Labor Hours (Order) to Order Hours Tracked across similar invoices. If Tracked is consistently larger, your technicians are spending time on work that isn't making it onto the invoice — that's revenue on the table.
- Export to XLS for bigger analyses. The screen shows a page at a time; the XLS export can pull up to 100,000 rows so you can slice your year in a spreadsheet.
- On HQ, remember you can't mix US and Canadian shops. Pick the country that matches your question, and run a second view for the other country if you need both.
Still have questions? Feel free to reach out to us through the chat icon. Thanks for reading!
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