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

# Invoices: Create and Track Client Billing Records

> Create invoices linked to client records, add itemized services, track payment status, and generate downloadable PDFs — all from within BridgePoint CRM.

Invoices in BridgePoint CRM let you create and manage billing records for the services your office provides. Each invoice can be linked to a client record, assigned to a staff member, itemized with individual service line items, and exported as a PDF. Invoice numbers are generated automatically so you always have a consistent, sequential reference for every billing record.

## 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](#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

<CardGroup cols={2}>
  <Card title="Draft" icon="pen">
    The invoice has been created but has not yet been sent or finalized. Use this status while you are still editing the invoice.
  </Card>

  <Card title="Pending" icon="clock">
    The invoice has been issued and you are waiting for payment. The due date has not yet passed.
  </Card>

  <Card title="Paid" icon="circle-check">
    Payment has been received in full. The balance due is zero.
  </Card>

  <Card title="Overdue" icon="triangle-exclamation">
    The due date has passed and the invoice has not been paid. Overdue invoices are highlighted in red in the invoice list.
  </Card>

  <Card title="Cancelled" icon="ban">
    The invoice has been voided and is no longer actionable.
  </Card>
</CardGroup>

***

## How to create an invoice

<Steps>
  <Step title="Open the Invoices section">
    Select **Invoices** from the main navigation.
  </Step>

  <Step title="Click New Invoice">
    Click the **+ New Invoice** button in the upper-right corner of the Invoices page.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Apply adjustments if needed">
    Optionally add or deduct an adjustment amount from the subtotal. Enter a note to explain the adjustment.
  </Step>

  <Step title="Record any amount already received">
    If partial payment has already been collected, enter it in the **Amount Received** field. The balance due updates automatically.
  </Step>

  <Step title="Save the invoice">
    Click **Create Invoice**. BridgePoint CRM assigns an invoice number and saves the record. You are taken directly to the invoice detail page.
  </Step>
</Steps>

<Note>
  Invoice numbers follow the format `INV-XXXX` and are assigned sequentially per office. You cannot manually set or change an invoice number.
</Note>

***

## How to update an invoice

<Steps>
  <Step title="Open the invoice">
    Click any invoice row in the Invoices list to open it.
  </Step>

  <Step title="Edit the fields you need to change">
    Update any field — including status, due date, line items, amount received, or assigned staff.
  </Step>

  <Step title="Save your changes">
    Click **Save Changes**. All edits are saved and totals are recalculated immediately.
  </Step>
</Steps>

### 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**.

<Tip>
  When a client pays, update the **Amount Received** field and change the status to **Paid** in the same save action to keep your records consistent.
</Tip>

***

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Download the PDF">
    Once the PDF is open in the new tab, use your browser's download option to save it to your device.
  </Step>
</Steps>

You can also generate a PDF directly from the Invoices list without opening the invoice: click the **PDF** button in the Actions column next to the invoice row.

<Warning>
  If you make changes to an invoice after generating a PDF, generate a new PDF to ensure the downloaded file reflects the latest information.
</Warning>

***

## How to filter invoices

The Invoices page provides three ways to narrow the list:

| Filter       | How to use                                                                                                  |
| ------------ | ----------------------------------------------------------------------------------------------------------- |
| **Search**   | Type an invoice number or contact name into the search box. Results update as you type.                     |
| **Status**   | Open the **Status** filter and select one or more statuses to show invoices in any of those states.         |
| **Assignee** | Open the **Assignee** filter and select one or more staff members to show invoices assigned to any of them. |

<Note>
  Your status and assignee filters are remembered the next time you open the Invoices page. The search box is intentionally **not** saved, so a contact name never lingers on a shared workstation.
</Note>

***

## 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.

<Note>
  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.
</Note>