Customer Invoice History
The Invoices tab on the Customer Form provides a complete record of every invoice associated with a particular customer. From this single tab you can review past transactions, filter invoices by status, monitor outstanding balances, and even create a brand-new invoice without leaving the customer record. This article walks you through every element of the Invoices tab so you can manage customer billing history with confidence.
Accessing the Invoices Tab
To reach the Invoices tab:
- Open the Customer Form by navigating to Customers in the main menu and selecting the customer you want to review.
- Once the Customer Form loads, click the Invoices tab near the top of the form.
- The tab loads automatically and displays all invoices linked to the current customer.
If this is a brand-new customer with no transaction history, the grid will be empty and the summary totals will all show $0.00.
The ToolStrip — Filter and Action Bar
At the top of the Invoices tab you will find a ToolStrip bar that contains filter checkboxes and action buttons. This bar gives you quick control over which invoices appear in the grid and lets you perform common actions without navigating away.
Status Filter Checkboxes
The ToolStrip contains the following filter checkboxes:
| Checkbox | What It Shows |
|---|---|
| Open | Invoices that are currently open and awaiting completion or payment |
| Pending | Invoices in a pending state, such as those awaiting approval or fulfillment |
| Closed | Invoices that have been fully paid and closed |
| Cancelled | Invoices that were cancelled before completion |
| Show All | Overrides all other checkboxes and displays every invoice regardless of status |
These checkboxes are not mutually exclusive (except for Show All). You can combine them to create custom views. For example, checking both Open and Pending will display all invoices that are either open or pending, while hiding closed and cancelled records. When you check the Show All box, it overrides the individual status filters and displays the complete invoice history.
Action Buttons
Beside the filter checkboxes you will find two action buttons:
- Refresh — Reloads the invoice data from the database. Use this button after making changes in another part of the application (for example, recording a payment on an invoice) to see the updated information reflected on this tab.
- New Invoice — Creates a brand-new invoice that is automatically pre-populated with the current customer's information. This saves you from having to manually select the customer on the Invoice Form. The new invoice opens in its own window, ready for you to add line items and complete the transaction.
Summary Bar
Directly below the ToolStrip (or above the data grid, depending on your layout), you will see a summary bar that provides at-a-glance financial totals for the currently displayed invoices. The summary bar includes four key figures:
| Summary Field | Description |
|---|---|
| Number of Invoices | The total count of invoices matching the current filter |
| Total Amount | The combined dollar total of all displayed invoices (shown in $0.00 format) |
| Total Paid | The combined dollar amount that has been paid across all displayed invoices |
| Balance | The outstanding balance, calculated as Total Amount minus Total Paid |
These totals update dynamically whenever you change the filter checkboxes. If you are viewing only open invoices, the summary bar reflects only the totals for those open invoices. Switch to Show All and the totals will encompass every invoice on file for the customer.
The Invoice Data Grid
The main area of the Invoices tab is occupied by a DataGridView that lists all invoices matching your current filter settings. Each row represents a single invoice and the columns provide the key details you need at a glance.
Grid Columns
The grid displays the following columns:
| Column | Description |
|---|---|
| Invoice Number | The unique identifier assigned to the invoice |
| Date | The date the invoice was created |
| Status | The current status of the invoice (Open, Pending, Closed, Cancelled) |
| Total | The total dollar amount of the invoice |
| Paid | The amount that has been paid toward this invoice so far |
| Balance | The remaining balance owed on this invoice |
| Additional Details | Other relevant information such as due date, assigned team, or notes |
Sorting and Scrolling
You can click on any column header to sort the grid by that column. Click once to sort ascending and click again to sort descending. This is useful for finding the most recent invoices (sort by Date descending) or for identifying the largest outstanding balances (sort by Balance descending).
If the customer has a large invoice history, use the scroll bar on the right side of the grid to navigate through all records.
Opening an Invoice
To view the full details of any invoice, simply double-click the row in the grid. This opens the complete Invoice Form for that specific invoice, where you can:
- Review all line items and their quantities, prices, and totals
- Check payment history and record new payments
- View or change the invoice status
- Print or email the invoice
- Access any assigned teams or work orders linked to the invoice
When you close the Invoice Form, you return to the Customer Form with the Invoices tab still active. Click Refresh if you made any changes to see the updated data.
Creating a New Invoice from the Customer Form
One of the most convenient features of the Invoices tab is the ability to create a new invoice directly from the customer record. Here is how it works:
- Click the New Invoice button on the ToolStrip.
- A new Invoice Form opens with the customer fields already filled in — the customer's name, contact information, and any default billing address are pre-populated.
- Add your line items, set the invoice status, and complete the invoice as you normally would.
- Save and close the Invoice Form.
- Back on the Customer Form, click Refresh to see the new invoice appear in the grid.
This workflow eliminates the need to navigate to the Invoice area, create a new invoice, and then manually search for and select the customer. It is especially useful when you are already reviewing a customer's account and want to quickly add a new transaction.
Common Workflows
Checking a Customer's Outstanding Balance
- Open the customer record and go to the Invoices tab.
- Check the Open filter checkbox (uncheck all others).
- Review the Balance figure in the summary bar — this is the total amount the customer currently owes on open invoices.
Reviewing Payment History
- Check the Closed filter to see all invoices that have been fully paid.
- Double-click any closed invoice to see the payment details, including payment dates, methods, and amounts.
Finding Cancelled Invoices
- Check only the Cancelled filter.
- The grid will show all invoices that were cancelled. Double-click any row to review why it was cancelled and whether a replacement invoice was created.
Tips and Best Practices
- Use Refresh frequently — If you have the Customer Form open for an extended period, other users may be creating or modifying invoices for the same customer. Click Refresh to ensure you are looking at the most current data.
- Combine filters strategically — Checking Open and Pending together gives you a quick view of all invoices that still require attention, whether they are actively being worked or waiting on approval.
- Sort by Balance — Sorting the grid by the Balance column in descending order puts the largest unpaid invoices at the top, helping you prioritize collections.
- Use Show All sparingly — For customers with extensive history, Show All can return a very large list. Use targeted filters to keep the view manageable.
What to Read Next
- Customer Payments and Credits — Learn how payments and credits are tracked and applied
- Customer Profile Information — Manage the customer's core contact details and preferences