> ## Documentation Index
> Fetch the complete documentation index at: https://harnesscalendar.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage invoices

> Track the lifecycle of your existing invoices

Everything after you click send lives here: chasing payment, correcting mistakes, and reading where each invoice stands.

## Find an invoice

Go to **Finances → Invoices**. The tabs split the list by where each invoice stands: **Sent**, **Draft**, **Failed** (the email couldn't send), and **Upcoming** (bills that don't exist yet; see [Upcoming bills](/docs/billing/upcoming-bills)). Each row shows the invoice's account, number (e.g. `INV-25001`), amount, status (see [Invoice statuses](#invoice-statuses) below), and due date.

Search by invoice number or recipient to narrow the list. Click a row to open it: a **sent** invoice opens in view mode, a **draft** opens in the editor so you can keep working on it.

A robot icon on a row means [automated billing](/docs/billing/automated-billing) created that invoice. An automatic draft is still just a draft: edit it and send it like any other. While it waits, it picks up the account's newly ready charges at each cycle close.

## What you can do

Open the actions menu (the **⋯** button) on any invoice row. Which actions appear depends on the invoice's status:

* A **draft** offers **Edit Invoice**, **Download**, **Send Invoice**, and **Delete Invoice**. Only drafts can be deleted; once an invoice is sent, void it instead.
* A **sent** invoice offers **View Invoice**, **Download**, **Send Reminder** (when a balance is due), **Record Payment** (while unpaid, see [recording a payment](/docs/billing/record-a-payment)), **Void Payment** (when paid and nothing has been refunded, to undo a payment you recorded by mistake), and **Void Invoice** (see [Void an invoice](#void-an-invoice)).
* An invoice in **Error** (the email failed to send) offers **View/Edit Invoice**, **Download**, **Retry Send**, and **Delete Invoice**.

**Download** saves a PDF copy that matches what you see on screen, including per-student subtotals on shared accounts and the amount paid so far.

**Send Reminder** emails the recipients a nudge to pay, with a cooldown so you can't send two in quick succession. Harness can also remind automatically before, on, and after the due date; see [Invoice reminders](/docs/billing/invoice-reminders).

Opening a sent invoice (**View Invoice**) offers one more action: **Cancel Payment Link** turns off the online pay link without voiding the invoice, for when you'd rather collect by hand. Recording a manual payment against an invoice with a live pay link asks to cancel the link first, so the account can't pay twice.

<Note>
  Sending is one-way. There's no "unsend". To correct a sent invoice, void it
  and start a new one. See [Send an invoice](/docs/billing/send-an-invoice).
</Note>

## Void an invoice

Voiding cancels a sent invoice you no longer want collected. Because a sent invoice can't be edited, voiding is how you correct one (see [Understand your transactions](/docs/billing/understand-your-transactions)). Open its actions menu, choose **Void**, then pick a reason.

If the invoice has already received payments, you'll see a warning showing how much was paid: voiding does **not** reverse that money.

**What voiding does:**

* Cancels the invoice (this can't be undone).
* Frees the invoice's charges so you can add them to a new invoice.
* Cancels the online pay link, if there was one.

<Warning>
  Voiding is permanent and does not return money already paid. If the account
  paid, that money becomes **Credit**. Return it with a
  [refund](/docs/billing/refunds).
</Warning>

## Invoice statuses

The **Status** column tells you where each invoice stands at a glance:

| Status                 | What it means                                                                                                                                   |
| ---------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------- |
| **Draft**              | Not sent yet, still editable.                                                                                                                   |
| **{N} days until due** | Sent, not yet due, payment pending.                                                                                                             |
| **Due today**          | Sent and due today.                                                                                                                             |
| **{N} days overdue**   | Sent, the due date has passed, and it isn't fully paid.                                                                                         |
| **Complete**           | Fully settled: paid, covered by credit, or refunded in full.                                                                                    |
| **Overpaid**           | More was received than the invoice total. The surplus is held as credit on the account.                                                         |
| **Error**              | The email failed to send. It sits in the **Failed** tab; retry it from the actions menu. An invoice sent by automated billing is retried daily. |
| **Voided**             | The invoice was voided.                                                                                                                         |
| **Disputed**           | A card payment on this invoice has an open dispute and needs your attention.                                                                    |

## FAQ

<AccordionGroup>
  <Accordion title="The Send reminder option is greyed out">
    Reminders have a cooldown so recipients don't get spammed. If you sent one
    recently, the option stays disabled until it passes. It also only shows on
    sent invoices with a balance owing.
  </Accordion>

  <Accordion title="Where did a voided invoice's charges go?">
    Voiding frees the charges: they unlock from that invoice and become
    available again. Build a fresh invoice for the account and attach them. See
    [Send an invoice](/docs/billing/send-an-invoice).
  </Accordion>

  <Accordion title="What does the Disputed status mean?">
    A card payment on this invoice has been disputed with the card processor.
    The outcome is uncertain until it resolves, so it's flagged for your
    attention ahead of everything else.
  </Accordion>
</AccordionGroup>