Track invoices, payments, and Xero status

This guide shows you how to prepare and issue invoices, track balances, record payments, and check Xero sync.

#Start from open invoices

Open Invoices, then select Open to see issued invoices with money still to collect.

The summary shows the visible outstanding balance and count, such as $1,234.50 outstanding · 3 open. The view includes Sent and Part paid invoices with an open balance. It excludes Draft, Ready for review, Paid, and Void invoices.

The open view is a follow-up queue, not an accounting report. ATOM loads the newest 100 invoices of any status, then filters that set for open invoices. It displays a notice when older open invoices may be hidden.

#Read the invoice list

Each invoice row can show:

• The invoice number and total.
• The payment-derived invoice status.
• A separate Xero badge, such as Xero pending, Xero synced, or Xero error.
• The due date and property.
• Links to the work order and inbox thread when those records are available.

Treat the invoice badge and Xero badge as separate facts. The invoice badge describes the invoice and payment state. The Xero badge describes synchronization with Xero.

#Prepare and issue an invoice

Create the invoice from its work order. ATOM copies line items, tax, currency, and total from the newest accepted quote when one is available. If no accepted quote exists, it uses the newest quote in any status, including Draft or Rejected. Review the copied values before issue.

1. Set the Due date and select Create invoice. 2. Open the new Draft invoice. 3. Add or edit its line items. Check the Amount breakdown for Subtotal, Tax, any Discount, and Total. 4. Select Ready for review. 5. Select Issue invoice. 6. Check Recipient email. ATOM pre-fills the agency billing email when one is available. 7. Select Send invoice.

Moving an invoice to Ready for review already requires at least one line item. The invoice must then be Ready for review before ATOM can issue it. After issue, line items become read-only. Void the invoice and create a replacement if the scope must change.

Invoice <number> sent to <email> confirms that ATOM recorded the issue and queued the email. It does not prove provider acceptance, delivery, receipt, payment, or Xero synchronization.

#Interpret invoice status

Use the invoice status to choose the next action.

• Draft means the invoice can still be edited. Select Ready for review after checking it.
• Ready for review means the invoice can be issued.
• Sent means the invoice was issued and has no recorded payment.
• Overdue is the displayed state for a Sent or Part paid invoice whose due date has passed.
• Part paid means recorded payments are greater than zero but less than the invoice total.
• Paid means recorded payments cover the invoice total.
• Void means the invoice was cancelled.

Credits reduce the collectible balance but do not count as cash payments. Check Credit notes and the payment details before treating the invoice as paid.

#Open the linked work order or inbox thread

Use the related records before sending a reminder or changing the invoice.

• Select the work order link in the invoice list, or choose View work order from Invoice actions.
• Select Open thread in the list, or choose Open in inbox from Invoice actions.
• Review the work order and conversation for a dispute, promised payment, or changed billing contact.

Send reminder appears for an open Sent or Part paid invoice. Confirm the billing address in Recipient email before sending. A reminder send confirms the ATOM operation only. It does not confirm receipt or payment.

#Check whether to record payments in Xero or ATOM

An invoice is Xero-controlled only when it has a Xero invoice ID and its Xero sync status is synced.

• Xero pending means synchronization has not finished.
• Xero synced means ATOM has a synchronized Xero record.
• Xero error means the last synchronization failed.

Open the Xero sync section to see the invoice sync status, the latest job, its update time, and any error. If a sync failed, select Retry Xero sync. This action queues another sync attempt. It does not confirm that Xero accepted the invoice.

For a Xero-controlled invoice, update payments, reversals, and refunds in Xero. ATOM hides its local Record payment and Mark as paid actions because it uses Xero's payment records. Wait for the next refresh or sync before relying on the updated ATOM status.

For an invoice that is not Xero-controlled, use Record payment to enter an amount, method, and optional reference. ATOM rejects zero, negative, over-balance, or wrong-currency payments. You can also open Invoice actions and choose Mark as paid to record the remaining balance with an ATOM manual-paid marker.

Undo paid mark appears only when that manual marker can be removed. It does not reverse a bank transfer, issue a refund, remove another recorded payment, or change Xero.

#Void an unpaid invoice or undo a void

Use Void invoice only when the invoice has neither recorded payments nor issued credit notes. Reverse or refund recorded payments and void issued credit notes first.

After a successful void, the toast offers a short Undo action. Duplicate invoice is available on a void invoice and starts a replacement from the same work order. Review the replacement because the create flow can copy current quote values.

Use Xero reports for debtor ageing, tax reconciliation, and account-level reporting. Use ATOM to review the invoice, its linked work order, customer messages, and payment status.