Summary
This article covers how to track and manage customer billing using the Invoice model. You’ll learn which key data points to capture, how to document payment status, and how to organize fields to streamline invoicing and monitor overdue payments.
Who is this article for?
Planhat builders/admins who configure their tenant for their team (e.g. CS Ops).
This article is part of the Data Models Course.
Article Contents
Introduction
The Invoice Model allows you to track and manage customer billing. Invoices can automatically be generated from Licenses to save time and reduce manual work, and includes statuses like Paid or Overdue.
Key System Fields
The basic Invoice Fields are:
Name - name of the invoice
Total Amount - total dollar amount of the invoice
Currency - currency of the invoice
Due Date - due date of invoice
Invoice Date - date of invoice
Paid Date - date invoice was paid
Status - status of the invoice
Key Custom Fields
Some common Custom Fields include:
Invoice # - displays the invoice #
PO # - displays the PO #
Comment (rich text) - for additional details / comments regarding the invoice
Days Overdue - # of days the invoice is overdue
Transferred to Collection (date) - displays date it was transferred to collection
Note - Days Overdue is a Formula Field to calculate # of days overdue
Field Groups
Now that you have an understanding of the Key Fields, you can set them up in Field Groups, which live in Profile > Profile Templates. This determines what shows in Previews and full-page profiles for Invoices.
Let’s look at how to group them in a logical way. We recommend a set up as below:
For more information on Field Groups, take a look at Help Center Article: Field Groups.
Create Form
To ensure your data stays clean, it’s important you make fields mandatory for creation. We recommend the following at a minimum to enable you to manage your Invoices in the best way.
For an in-depth breakdown on all things Profile related, take a look at our Help Center Article: An introduction to Profiles / Previews, the How-To Library in app, or check out the Dojo course related to Profiles.
Common Global Filters
You may want to create some standard views for your Invoices, to ensure everyone has the same definition.
Here are some of the most commonly used Global Filters:
Overdue Invoices - to display all overdue invoices
Overdue Invoices > 14 days - shows all invoices overdue by more than 14 days
Overdue Invoices > 90 days - shows all invoices overdue by more than 90 days
Paid - displays all paid invoices
Pending Invoices - dispays all pending invoices
For additional information on working with Invoices, check out this Help Center Article.