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I mail PDF copies of invoices to some clients rather than use the "send" function. Is there any way to track the status of those invoices manually (mark sent, mark paid)?

 
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Best answer January 08, 2020

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QuickBooks Team

I mail PDF copies of invoices to some clients rather than use the "send" function. Is there any way to track the status of those invoices manually (mark sent, mark paid)?

Yes, Modernfamilylaw. Anna S is referring to the message box in the invoice. 

 

Regarding the invoices, you're right. You can send the invoices to yourself or a dummy email. Then, you can export the invoice. Here's how:

  1. Go to Invoices.
  2. Select the invoice.
  3. Click the Mark as paid drop-down arrow, then select Export to PDF

I'm taking notes of our customers' concerns. I'll share yours with our management team. They'll help us submit this to our product developers for assessment. The option not to send the invoices automatically might be included in future updates. 

 

Get back to us if you have other concerns. We're here to assist you. 

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Highlighted
QuickBooks Team

I mail PDF copies of invoices to some clients rather than use the "send" function. Is there any way to track the status of those invoices manually (mark sent, mark paid)?

Hey there, @modernfamilylaw.

 

I'm happy to provide some insight into manually tracking invoices. 

 

While the system can track invoices sent directly from QuickBooks, the ones sent through a PDF will have to be manually marked as Sent. You can do this by using the Message feature and adding notes there. 

 

As for paying the transactions, you can click Mark as Paid to the right of the invoice details in your Transaction list. I've included a screenshot below to show you where that option is.

 

 

Please know I'm only a post away if you need anything else. Have a great day!

Highlighted
Level 1

I mail PDF copies of invoices to some clients rather than use the "send" function. Is there any way to track the status of those invoices manually (mark sent, mark paid)?

Thanks for the response, but I'm still struggling.  What is the Message feature you referenced in your reply ?  If this is the message box on the invoice itself, I don't see how this is a practical way to track an invoice's status.  Further the "mark as paid" action is only available when one takes the "send" action in the first place.  Here, I am not sending the invoices through QBSE, I am downloading the PDF versions and distributing them.  I suppose I could "send" the invoices to myself, but it seems to me that it would be more useful for QBSE to allow for non-email distribution of invoices.  Not all clients accept invoices sent through QB.

Highlighted
QuickBooks Team

I mail PDF copies of invoices to some clients rather than use the "send" function. Is there any way to track the status of those invoices manually (mark sent, mark paid)?

Yes, Modernfamilylaw. Anna S is referring to the message box in the invoice. 

 

Regarding the invoices, you're right. You can send the invoices to yourself or a dummy email. Then, you can export the invoice. Here's how:

  1. Go to Invoices.
  2. Select the invoice.
  3. Click the Mark as paid drop-down arrow, then select Export to PDF

I'm taking notes of our customers' concerns. I'll share yours with our management team. They'll help us submit this to our product developers for assessment. The option not to send the invoices automatically might be included in future updates. 

 

Get back to us if you have other concerns. We're here to assist you. 

View solution in original post

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