Invoices Report
Review invoice history with client details, amounts, tax breakdowns, saved views, and CSV export.
The invoices report shows all invoices created in your workspace within a date range. Each row displays the invoice number, linked order, client details, and the price and tax breakdown. You can export the full list as a CSV file.
How it works
The report updates automatically as you change filters -- there is no run button. Adjust the date range or add a client filter and the results refresh immediately.
Filters
Filters appear as compact chips in a horizontal bar at the top of the page. The Date filter is always visible. Other filters appear only when you add them.
| Filter | Description |
|---|---|
| Date | The date range when invoices were created. You can set either a relative window (e.g., last 90 days) or specific start and end dates. The date field is fixed to Created on. |
| Client | Optional. Show only invoices for one or more specific clients. |
To work with filter chips:
- Click a chip to open its popover and change the value.
- Click the X on a chip to remove that filter and reset it.
- Click the + button to add the Client filter.
- The export button appears at the right side of the filter bar.
Date filter options
The date range supports two modes:
- Relative dates -- a rolling window such as "last 90 days" or "last 6 months". Relative dates recalculate automatically each time you open the page.
- Absolute dates -- pick specific start and end dates. Use this for fixed reporting periods.
Saved views
You can save your current filter configuration as a named view so you can switch between different setups without re-configuring each time.
Saving a view
- Click the bookmark icon at the left side of the filter bar.
- Click + Save current.
- Enter a name for the view.
- Optionally check Share with workspace to make the view visible to all team members.
- Optionally check Make default for me to have this view load automatically when you open the Invoices report.
- Click Save.
Private vs shared views
Views are private by default -- only you can see and use them. When you check Share with workspace, the view becomes visible to all team members. Shared views can be loaded by anyone, but only the owner can edit or delete them.
Loading a saved view
Click the bookmark icon to open the views popover. Your saved views are listed along with any views shared by other team members. Click a view name to apply its filters. The active view is indicated with a checkmark.
Managing views
When you hover over a view you own, management controls appear:
- Star icon -- toggle whether this view is your personal default. When set, the view loads automatically each time you open the Invoices report.
- People icon -- toggle whether the view is shared with your workspace.
- Trash icon -- delete the view. You are asked to confirm before deletion.
Updating a saved view
If you modify the filters while a saved view is active, the bookmark icon shows an orange dot to indicate unsaved changes. Open the views popover and click Save changes to "[view name]" to update the view with your current filters. Only the view owner can save changes.
Clearing a view
To stop using a saved view and return to the default filters, open the views popover and click Clear.
Report columns
| Column | Description |
|---|---|
| Date | The invoice date |
| Fiscal Seq | The fiscal sequence number |
| Invoice # | The invoice reference number |
| Order | The order code (links to the order's invoices page) |
| Client | The customer's name |
| The customer's email address | |
| Price | The invoice amount before tax |
| Tax | The tax amount |
Common tasks
Reviewing invoices for a period
- Navigate to Reports > Invoices.
- Adjust the Date chip to set the desired range.
- The results load automatically.
- Click an order code to navigate to that order's invoices.
Filtering by client
- Click the + button in the filter bar.
- Select Client.
- Choose one or more clients from the popover.
- The report updates automatically with the filtered results.
Exporting invoice data
- Set the date range and any filters to load invoices.
- Click the download button at the right side of the filter bar.
- The data downloads as a ZIP file containing a CSV.
The exported CSV includes: invoice date, created date, fiscal sequence, invoice number, order code, client name, client email, customer reference, price, tax, and total (price + tax).
Invoice description
Each invoice has an optional description field -- a short summary of what the invoice covers. The description appears on the generated PDF and helps your clients understand the charge at a glance.
Writing a description manually
When you create an invoice from an order's Invoices tab, the Description field is available in the creation panel. Type a brief summary such as "Family trip to Italy, 4 nights hotel + transfers" or leave it blank.
AI-assisted descriptions
Instead of writing the description yourself, click Generate description in the invoice creation panel. The system drafts a one-to-two-sentence summary based on the order's bookings, destination, travel dates, and participants. The draft appears in the description field where you can edit it before saving.
The generated text uses the language you select in the Language picker on the same panel. If no language is selected, it defaults to your workspace language.
Customizing the AI prompt
Your workspace administrator can set a custom system prompt that guides how descriptions are drafted. Go to Settings > Workspace and update the AI Description System Prompt field under the invoice section. Leave it blank to use the built-in default. The prompt controls tone, length, and style -- for example you might instruct it to always mention the trip destination first, or to keep descriptions under one sentence.
Invoice export
You can export the invoice report data as a file for use in spreadsheets, accounting software, or record-keeping.
How to export
- Set the Date range and any other filters (such as client) so the report shows the invoices you want to export.
- Click the download button at the right end of the filter bar.
- The file downloads automatically as a ZIP archive containing a CSV.
The downloaded file is named with the date range you selected -- for example invoices-2025-01-01-2025-03-31.zip.
What the export contains
The CSV inside the ZIP includes one row per invoice with these columns:
| Column | Description |
|---|---|
| Invoice Date | The date printed on the invoice |
| Created | When the invoice was created in the system |
| Fiscal Sequence | The fiscal sequence number |
| Invoice Number | The invoice reference number |
| Order Code | The linked order's code |
| Client Name | The client's full name |
| Client Email | The client's email address |
| Customer Reference | The client's own reference, if provided |
| Price | Amount before tax |
| Tax | Tax amount |
| Total | Price + Tax combined |
Tips
- The export always includes all invoices that match your current filters. Narrow the date range or add a client filter first if you only need a subset.
- The CSV uses your workspace's locale for number formatting.
- If the download button is greyed out, the report has no results to export. Adjust your filters and try again.
Invoice settings
Your workspace has a dedicated set of invoice settings that control the information printed on every invoice and how invoice numbers are assigned. You manage these under Settings > Workspace > Invoice.
Company details
The company name, registration number, and address you enter here appear in the header of every generated invoice PDF. These fields let you display your official business identity even if it differs from your workspace name.
| Setting | What it controls |
|---|---|
| Company Name | The legal company name printed on the invoice |
| Unique ID | Your tax or company registration number |
| Address, Zip Code, City, Country | Your business address as shown on the invoice header |
Fiscal year and numbering
Invoice and receipt numbers follow a gapless sequence that resets at the start of each fiscal year. You set the fiscal year start by choosing a Fiscal Year Start Month (1--12) and Fiscal Year Start Day (1--31). For example, if your fiscal year runs from 1 April, set the month to 4 and the day to 1.
Each new invoice automatically receives the next number in its sequence. Invoice and receipt sequences are independent -- they never share or overlap numbers, which satisfies legal requirements in many jurisdictions.
Booking breakdown
The Default booking breakdown setting controls how much detail about individual bookings appears on the invoice:
- No breakdown (total only) -- the invoice shows only the order total and VAT. This is the default.
- Booking lines only -- each booking is listed by name without per-line pricing.
- Booking lines with price and VAT -- each booking is listed with its individual price and VAT amount.
A segment can override this default, and you can also change the breakdown level when creating an individual invoice.
Invoice footer text
Use the Invoice Footer Text field to add custom text at the bottom of every invoice PDF. This is useful for bank account details, payment terms, legal disclaimers, or any standard note you want on all invoices. Line breaks are preserved as entered.
AI description prompt
The AI Description System Prompt guides how the system drafts invoice descriptions when you use the Generate description feature. You can shape the tone, length, and style of generated descriptions -- for example, instruct it to always mention the destination first, or to keep descriptions to one sentence. Leave the field blank to use the built-in default. See Invoice description above for how descriptions work.
How it connects
- Orders -- Each invoice belongs to an order. Click the order code to view the order's invoice details.
- Workspace Settings -- Invoice settings are configured under Settings > Workspace > Invoice. The workspace settings page also covers deposit rules and other workspace-wide configuration.