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Level 1

How do i know if an invoice is viewed

Some customers have said they have received my invoice but it doesnt show on my invoice page. Is this becuase they have to click and notifyu me or because quickbooks is not picking something up? I need proof that my invoices are being received. 

Thanks 

Solved
Best answer February 07, 2019

Accepted Solutions
Level 3

How do i know if an invoice is viewed

Hello chris,

When your customer opens the invoice, it will show as "Viewed" under the Activities section of your invoice. You will see this activity by opening the invoice, scroll down and look for the Activities section.

We can also check Audit Log to make sure those transactions were sent out. Please see the steps below:

  1. Go to the Gear icon.
  2. Select Audit Log.
  3. Look for the transaction. If it was sent out, you'll see Emailed under the Event field.

Let me know if you need additional assistance checking the status of your customer's invoice.

View solution in original post

14 REPLIES 14
Level 3

How do i know if an invoice is viewed

Hello chris,

When your customer opens the invoice, it will show as "Viewed" under the Activities section of your invoice. You will see this activity by opening the invoice, scroll down and look for the Activities section.

We can also check Audit Log to make sure those transactions were sent out. Please see the steps below:

  1. Go to the Gear icon.
  2. Select Audit Log.
  3. Look for the transaction. If it was sent out, you'll see Emailed under the Event field.

Let me know if you need additional assistance checking the status of your customer's invoice.

View solution in original post

Level 1

How do i know if an invoice is viewed

I dont see any of those options in my quickbooks. - What i need to see a list of dates when the invoice was viewed, as the client is claiming they have just viewed it, however, I received a notification that they viewed the invoice a few weeks ago, but, it's only showing the date of their most recent viewing.
Level 1

How do i know if an invoice is viewed

I dont see any of those options in my quickbooks. - What i need to see a list of dates when the invoice was viewed, as the client is claiming they have just viewed it, however, I received a notification that they viewed the invoice a few weeks ago, but, it's only showing the date of their most recent viewing.
Level 1

How do i know if an invoice is viewed

Thanks for that answer. Will you please define, "opens an invoice"? I'm wondering if opening the email or printing the attachment will cause the invoice to show as having been viewed? Or is it exclusively clicking on the link to view the invoice in a browser?
Level 1

How do i know if an invoice is viewed

This is really silly. Having to open each invoice individually to check.

For cases where one sends multiple invoices it’s too cumbersome.

There should be an icon next to the invoice heading (where they’re listed) showing it has been viewed. 

I find QuickBooks very limited in its invoice capacity. The self employment app is very restrictive and adds to admin. When sending multiple invoices of the same value and description, one should be able to input multiple emails at once and the system send it to each individual client. I teach and have to manually duplicate each invoice, then delete 2 name boxes to then add the next student name in it. It’s such a bad system! 

 

Also, there should be an option of editing the email message that goes attached to the invoice. 

Moderator

How do i know if an invoice is viewed

Thanks for joining in on the thread, Steph.

 

In QuickBooks Online, the statuses are changed automatically once the customer received and opened the said invoices. You can see it under the Invoices page/tab.

  1. Click Sales on the left menu.
  2. Go to the Invoices tab.

It should show as Viewed in the STATUS column. I've added a screenshot for reference.

 

In QuickBooks Self-Employed, you can only see that the invoice was sent successfully. Also, we can only edit the email message upon sending the invoice.

 

I'll let our Product Development Team know about your idea so they can put this into consideration for future product updates.

 

You can always reach out to us if you follow-up concernsCapture.PNG

Level 1

How do i know if an invoice is viewed

I have to say that I too, am quite disappointed with the limitations of QuickBooks Self-Employed. Having moved from another invoicing package which does the job better.

 

I really expected more from QB and I'm surprised at the lack of thought and development for such a big, supposedly, experienced company. The invoicing part is too basic.

Level 1

How do i know if an invoice is viewed

"In QuickBooks Self-Employed, you can only see that the invoice was sent successfully. Also, we can only edit the email message upon sending the invoice."

 

A very big FAIL for QB. I'm going back to my old Hivage invoicing package before I get too entrenched in this poorly developed software. What a waste of my valuable time!

Level 1

How do i know if an invoice is viewed

James, this doesn't answer the key question:

 

Does the lead have to click the invoice link within the email in order for the invoice, in QB's definition, to be "viewed"? 

 

Or does QB consider the opening of the email, in which the amount and basically all invoice details are visible, as the invoice being viewed?

QuickBooks Team
QuickBooks Team

How do i know if an invoice is viewed

Thanks for coming back. Let me answer the key question, Kate J.

 

Once your customer clicks the invoice link, it will reflect as Viewed under the Activities section of your invoice in QuickBooks Online. If you already sent the invoices and the status did not reflect as viewed, it's possible they are just opening the email and not ticking the invoice's link.

 

To learn more about accessing sales transaction status, just refer to this article: View sales transactions.
 

Feel free to go back to this thread if you need a hand managing invoice payments. I'm glad to help.

Level 1

How do i know if an invoice is viewed

I can answer this as no one clearly has still.

 

In QB online when you send your invoice, as SOON as the person opens their Email it's marked as 'Viewed".  They don't have to have opened the attached PDF and they don't have to have clicked the link in the Email.  They may not have even actually read the Email properly.

 

I know this because I sent an invoice to my own Email address and simply opened the Email and went back to my sales dashboard and it came up as 'viewed'.

 

I have found that often emails sent to my customers aren't received.  I was getting an emerging pattern of late payers.  When I'd call or Email to follow up none of them had received the Invoice and all statuses for them were still unviewed.  Now what I do is I Email them to my self then I forward them in my own Email program.  This has been working for me and people are now getting them.

 

It's just a flaw I put up with.

Level 1

How do i know if an invoice is viewed

Thank you @adldata,

 

I so appreciate your direct response! Thankfully my leads are receiving and viewing the invoices and I'm grateful to know exactly when that record takes place. Much appreciated!  

Level 2

How do i know if an invoice is viewed

Does Quickbooks Desktop have the Activities feature that shows if a customer has viewed the invoice?  I do not see it on my invoices.

Moderator

How do i know if an invoice is viewed

Glad to see you in the Community thread, @Denise37.

 

You can easily check if your customer has viewed the invoice in QuickBooks Desktop. Let me show you how:

 

  1. Go to the Customers menu and select Customer Center.
  2. Select the customer and click to open the invoice.
  3. Click the See History link.

 

That's it! From here you will see the invoice status if it's Sent, Viewed, Paid or Deposited. You can also check this article for more details: Verify that an invoice was emailed and read by recipient.

 

I'd like to include the following links in case you need to learn more about QuickBooks Desktop navigation.

 

 

Should you need anything else, just reach out to me again. I'm always happy to help. Have a nice day!