Invoice fields
| Field | Description |
|---|---|
| Invoice Number | Auto-generated when you create the invoice (e.g. INV-0042). You cannot edit this value. |
| Invoice Date | The date the invoice is issued. Defaults to today. |
| Due Date | The date payment is expected. |
| Status | The current state of the invoice (see Invoice statuses below). |
| Contact Name | The name of the person being billed. |
| Opportunity Name | An optional label for the service opportunity (e.g. “ACA Enrollment Q1”). |
| Assigned To | The staff member responsible for this invoice. |
| Billing Address | Street, city, state, and ZIP for the billing contact. Pre-filled from the client record when available. |
| Line Items | Individual services with item name, quantity, unit price, and calculated line total. |
| Adjustment | An optional amount to add to or deduct from the item subtotal, with an optional note. |
| Amount Received | Payments already collected against this invoice. |
| Terms & Conditions | Payment terms that appear on the invoice PDF. |
| Linked Client | The client record this invoice is associated with. |
Invoice statuses
Draft
The invoice has been created but has not yet been sent or finalized. Use this status while you are still editing the invoice.
Pending
The invoice has been issued and you are waiting for payment. The due date has not yet passed.
Paid
Payment has been received in full. The balance due is zero.
Overdue
The due date has passed and the invoice has not been paid. Overdue invoices are highlighted in red in the invoice list.
Cancelled
The invoice has been voided and is no longer actionable.
How to create an invoice
Fill in invoice details
Enter the invoice date, due date, contact name, and an optional opportunity name. Set the initial status (defaults to Draft) and select the staff member to assign the invoice to.
Add a billing address
Enter the billing address for the contact. If you are creating the invoice from a client profile, the address is pre-filled from the client record.
Add line items
In the Services / Line Items section, enter a description for each service, its quantity, and its unit price. The line total and grand total are calculated automatically. Click + Add Service to add more rows.
Apply adjustments if needed
Optionally add or deduct an adjustment amount from the subtotal. Enter a note to explain the adjustment.
Record any amount already received
If partial payment has already been collected, enter it in the Amount Received field. The balance due updates automatically.
Invoice numbers follow the format
INV-XXXX and are assigned sequentially per office. You cannot manually set or change an invoice number.How to update an invoice
Edit the fields you need to change
Update any field — including status, due date, line items, amount received, or assigned staff.
Updating invoice status
To change the status of an existing invoice, open the invoice and use the Status dropdown in the Invoice Details section. Select the new status and click Save Changes.How to generate and download a PDF
BridgePoint CRM can generate a formatted PDF of any saved invoice. The PDF includes all invoice fields, line items, totals, and terms and conditions.Save the invoice first
A PDF can only be generated after the invoice has been saved at least once. Click Create Invoice or Save Changes if you have unsaved edits.
Click Generate PDF
Click the Generate PDF button in the header or at the bottom of the invoice form. BridgePoint CRM generates the PDF and opens it in a new browser tab.
How to filter invoices
The Invoices page provides three ways to narrow the list:| Filter | How to use |
|---|---|
| Search | Type an invoice number, contact name, or opportunity name into the search box. Results update as you type. |
| Status | Select a status from the All Statuses dropdown to show only invoices in that state. |
| Assignee | Select a staff member from the All Assignees dropdown to show only invoices assigned to that person. |
Invoices on a client record
When you create an invoice and link it to a client, the invoice appears in that client’s profile alongside their other records. You can view and manage all invoices for a specific client directly from their profile without leaving the client record.Linking an invoice to a client is optional. You can create invoices without a client association for billing situations that do not correspond to a specific client record.