Track invoices, payments, and Xero status

This guide shows you how to find open invoices, read payment status, and follow each invoice back to the related work order, inbox thread, or Xero record.

Use the H&R Maintenance Docs Demo workspace as you follow the examples.

#Start from the dashboard

Use the dashboard when you want to start from follow-up work, not from a known invoice number.

• Open the dashboard at /.
• In the owner dashboard, use Business pulse and choose Open invoices.
• In the finance dashboard, use Finance pulse and choose Review invoices, or use Recent invoices and choose Open invoices.
• The Outstanding card shows how many invoices need follow-up and the total open balance.

The dashboard links open /invoices?view=open. That view keeps the list focused on invoices that still need collection. It hides invoices that are still draft, already paid, or void.

In docs-demo, the open view includes INV-DOC-002, INV-DOC-003, and INV-DOC-004. Start there when you want a short collection queue.

#Read the invoice list

Use the invoice list when you need status, due date, work order, and thread context in one place.

• Open Invoices, or use the dashboard Open invoices link to keep only open balances in the list.
• Read the status badge before you open a row.
• Read the Xero badge separately. It tells you sync state, not the full payment history.
• Use the due date line to decide whether the next action is a normal reminder or an overdue follow-up.

In docs-demo, use these rows as checks:

• INV-DOC-002 shows Overdue for Bathroom ceiling mould investigation because it was sent and due on 13 February 2026.
• INV-DOC-003 shows Sent and Xero Pending for Carport sensor light replacement because it is waiting for collection and sync.
• INV-DOC-004 shows an open balance for Balcony door rollers jammed, has a Xero payment allocation, and shows Xero Synced.

Open a row when you need the amount breakdown, line items, payment controls, or related work order.

#Interpret invoice status

Treat status as the task state for the invoice.

• Draft means the invoice is not ready for the client. Use INV-DOC-001 to check copy, line items, and recipient details before you choose Send Invoice.
• Sent means the invoice has been issued and is waiting for payment. Use INV-DOC-003 when you need a standard payment reminder.
• Overdue is a display state. ATOM shows it when a sent or part_paid invoice has a due date in the past. Use INV-DOC-002 for overdue follow-up.
• Part Paid means one or more payments are recorded but the balance is not closed. Use INV-DOC-004 to see a Xero-backed partial payment.
• Paid means the balance is closed. Use INV-DOC-005 to check the paid card and activity trail.
• Void means the invoice was cancelled. Use INV-DOC-006 when you need to confirm an invoice should no longer be sent or paid.

Do not treat the open invoice view as an accounting report. It is a work queue for collection and follow-up decisions.

#Follow the invoice back to work

Use the related links before you chase payment. They show why the invoice exists and who has context.

• In the invoice list, choose Work Order WO-DOC-1002 from INV-DOC-002 to open the related work order.
• In the invoice detail page, choose View Work Order to open the same record from the action bar.
• Choose Open thread from the invoice list, or Open in Inbox from the invoice detail page, to read the related conversation.
• Check the work order timeline before you send an overdue reminder. The thread may already contain a payment promise, owner query, or dispute.

For example, INV-DOC-002 links back to WO-DOC-1002 and the Bathroom ceiling mould investigation thread. Use that thread before you follow up with the agency.

#Use Xero status as the payment boundary

Xero status tells you where payment truth lives. For setup, reconnect, and escalation checks, use Connect and troubleshoot integrations before changing invoice payment state.

• Xero Pending means ATOM has a local invoice and a sync job is waiting or running.
• Xero Error means the invoice did not sync. Fix the shown integration or contact problem before you rely on Xero for that invoice.
• Xero Synced with a Xero invoice ID means Xero is the source of truth for payment status.

When Xero is the source of truth, update payments in Xero first. ATOM can show the synced state, but you should not use ATOM Mark as Paid to override it. Use INV-DOC-004 to see this boundary.

When the invoice is not synced to Xero, ATOM can record a manual paid marker. Use INV-DOC-005 to see Manually Marked Paid and Undo paid mark. The undo action removes the ATOM manual marker only. It does not reverse a bank transfer, refund a payment, or change a Xero payment.

#Void or undo only inside the right boundary

Use the invoice actions only for the state they describe.

• Use Void Invoice when an unpaid invoice should be cancelled. ATOM blocks voiding after a payment is recorded.
• Use Duplicate Invoice from a void invoice when you need a corrected replacement.
• Use Undo paid mark only when the paid state came from ATOM manual mark-paid.
• Use Xero when the payment, reversal, or refund belongs to a synced Xero invoice.

If you need debtor ageing, tax reconciliation, or account-level reporting, use Xero reports. Use ATOM to decide which invoice, work order, or thread needs action today.