The invoice overview shows all invoices within your organization in Zero Friction. From this overview, you can view, search, and filter invoices based on status, date, customer, contract, and other criteria.
You can find the invoice overview in the main menu under Invoices. The list is displayed in a table with sortable columns and serves as the central starting point for invoice tracking.
This section is important to gain insight into outstanding amounts, processed payments, invoice statuses such as unpaid and overdue
Overview
The invoice overview shows a list of all invoices belonging to your organization.
The following information, among other things, is displayed per invoice:
Invoice number, unique identification number
Invoice type, such as invoice, credit note or advance payment
Invoice status
Contract number, if applicable
Customer name and customer number
Outstanding amount including VAT
Total amount including VAT
Invoice date
Period to which the invoice relates
Shipping status of the invoice
Each row in the list is clickable and opens the invoice details page.
Invoice list
The invoice list is displayed as a table with multiple columns. Columns can be sorted to quickly view recent, outstanding, or problematic invoices.
Actions
Depending on the status of the invoice and your rights, you can:
Approve invoices
Generate invoices
Send invoices
Create credit notes
Export invoices
View and check invoices
To do this, you need to select the invoices. You can do this by using the select-all button, selecting random invoices, or using the Shift key.
For more information about the action buttons in the following article:
Invoice status history
Invoices go through different statuses:
Created
Approval in progress
Approval failed
Approved
Settled
Generated
Generation Failed
In case of errors, a warning icon will be displayed with additional explanation.
Filters
In the invoice list, you can use filters to quickly find the right invoices. The filters are displayed on the right side of the screen, and all active filters work together. This means an invoice must meet all selected filters to be visible.
Construction of the filter panel
You can open additional filters via More
Each filter can be emptied individually
Active filters are clearly marked
Filters remain active when you leave the page and return later
Collaboration of filters
All filters work together according to en-logic
The more filters you set, the more specific the result
Example: location group + invoice status = only invoices that meet both criteria
Available filters (right)
Location group
Use this filter to show invoices linked to one or more location groups to work through your invoicing run more project-wise.
You can select multiple location groups at once. Invoices linked to at least one of the selected groups will be displayed.
Customer group
This filter limits the invoice list to a specific customer group, such as business/private. You can only select one customer group at a time.
Customer
This filter shows only invoices from one specific customer. You can search by name or customer number.
Product
This filter shows only invoices related to a specific product. This filter is often used for annual statements.
Invoice type
Use this filter to determine which type of invoices you want to see, such as:
settlements
credit notes
advances
final settlements
You can select multiple types at once.
Invoice status
This filter shows invoices based on their processing status, such as:
created
approval failed
approved
settled
created
generation failed
Payment method
This filter limits invoices based on how they are paid: direct debit or bank transfer
Export status
This filter shows whether invoices have already been exported or not. You can select one export status at a time.
Payment process status
This filter shows invoices based on their payment history, such as:
waiting for payment
ready for collection
payment refused
paid
This filter is only visible when payment follow-up is active.
Invoice date
This filter shows invoices based on the date the invoice was created.
You can choose from:
quick selections such as last week, month or year
a custom date range
This is an important filter for accounting
Invoice period
This filter allows you to limit invoices based on the period covered by the invoice, for example a usage period.
Difference with invoice date:
invoice date = when the invoice was created
invoice period = which period the invoice describes
Tips:
Start broad and refine step by step
Combine filters with the quick filters at the top of the list
Use dropdown search to quickly find items
Clear filters when you're done to avoid confusion
Invoice date and invoice period have different purposes, use them wisely
Quick filters invoices (middle)
These tabs allow you to quickly display a selection of invoices.
Each tab shows:
a counter with the number of invoices in that selection
a quick filter based on fixed criteria
Quick filters always work in conjunction with the filters on the right side of the invoice list. This means your results are further limited when you set additional filters, such as customer, location group, or date range.
Overview per quick filter
Tab | What does this tab show? | When to use |
All | Shows all invoices that meet the current filters. | General overview or control over multiple statuses. |
To be approved | Shows invoices with status created = pro forma | Approve invoices |
To be shipped | Shows invoices that have been created but not yet sent, or whose sending has failed. | Send invoices and reprocess failed shipments. |
Ready for payment | Shows invoices that are ready for automatic payment. | Prepare and follow up payment batches. |
To be exported | Shows invoices that have been created and not yet exported. | Prepare invoices for export to external systems. |
Unpaid | Shows invoices that have been sent but not yet paid. | Follow-up of outstanding payments. |
Overdue | Shows invoices that are overdue and not yet paid. | Prioritizing late payments and collection follow-up. |
Problem | Solution |
Not all invoices visible | Check active filters and quick filters |
Invoice status is Generation failed | View the error message and correct any missing data. This is often an error in the template. |
Promotions are not available | Check your permissions |
Why don't I see all my invoices?
Check filters, quick filters and whether you work within the correct organization.
Why is the outstanding amount lower than the total amount?
Because one or more payments have been applied partially or fully.
What does the Credited status mean?
The invoice has been fully reversed via a credit note.
What is the difference between unpaid and overdue?
Unpaid means that no payment has been received yet, overdue means that the due date has been exceeded.
Why are some columns missing?
Certain columns depend on payment settings or user permissions.
How do I export invoices?
Select one or more invoices and use the export action in the action menu...
Why do the counters change when I set filters?
Because counters always take all active filters into account.
Why don't I see Ready for Payment, Unpaid, or Overdue?
Because payment follow-up is not active within the organization.
Why does Unpaid contain more invoices than Overdue?
Unpaid lists all outstanding invoices. Past Due lists only invoices that have passed their due date.
Invoice: Document requesting payment for services or products delivered.
Credit note: Document that reverses an invoice in whole or in part
Advance invoice: Invoice for an estimated amount that will be settled later
Invoice period: Period to which the invoice relates
Due Date: Date by which payment is expected at the latest
Outstanding Amount: Amount still to be paid after offsetting payments.
VAT: Value Added Tax
Status: Current life stage of an invoice
Shipping Status: Indicates whether and how the invoice was sent.
Quick Filter: Preset filter to quickly view a subset of invoices
Payment method: The way the customer pays, such as direct debit or bank transfer
Export Status: Indicates whether the invoice was forwarded to an external system