Managing Invoices

Once an invoice has been issued, Topkey gives you a set of tools to track its status, record payments, make corrections, and keep your accounting details up to date. This page explains how to work with invoices after they've been created.

Invoice Status Lifecycle

Every invoice moves through a defined set of statuses:

• Draft — The invoice has been saved but not yet issued to the owner.
• Open — The invoice has been issued and is awaiting payment.
• Overdue — The invoice was not paid by its due date. Topkey moves it to Overdue automatically.
• Paid — Payment has been recorded, either through Stripe or manually.
• Canceled — The invoice has been canceled and is no longer active.

The current status is displayed prominently at the top of every invoice detail page.

Viewing an Invoice

Click any invoice from the list view to open its detail page. The detail page shows:

• The From (your company) and Bill To (the owner) information
• Invoice number, issue date, payment terms, and due date
• A line-by-line breakdown of all items, quantities, prices, and amounts
• The total amount due
• A Details panel on the right side with payment options and available actions
• A shareable link and Preview button at the top of the invoice

Actions on Open Invoices

When an invoice is Open, the Details panel on the right side provides the following actions:

Re-send Invoice Email

If the owner didn't receive the original email or needs a reminder, click Re-send Invoice Email to send the invoice email again to the owner's email address on file.

Make Draft

Click Make Draft to revert an open invoice back to Draft status so you can edit it. This is useful if you need to correct a line item, change the due date, or update any other invoice details.

Delete Invoice

Click Delete Invoice to permanently remove the invoice. You will be asked to confirm before the invoice is deleted.

Mark as Paid

• If the invoice uses manual payment, click Mark as Paid to record that payment has been received.
• If the invoice uses Stripe (card or ACH), you can still record an offline payment by clicking Mark as paid manually. This switches the invoice to manual payment and marks it as paid. You will be asked to confirm this action before it takes effect.

Editing the Memo on an Open Invoice

You can update the memo on an open invoice directly from the detail page without reverting it to Draft. Click the memo text to edit it inline, make your changes, and save. This lets you add context or notes for the owner without disrupting the invoice's issued status.

Actions on Paid Invoices

Once an invoice is marked as Paid, the Details panel updates to show payment information and accounting options.

View Payment Details

The Details panel shows how the invoice was paid (for example, Stripe or manual), so you have a clear record of the payment method.

Edit Accounting Details

After an invoice is paid, you can assign or update the following accounting fields directly from the Details panel without any additional steps:

• Category
• Location
• Department
• Class

Click any of these fields to select or change the value. These fields help you keep your accounting records organized and sync correctly with your accounting software.

Overdue Invoices

Topkey automatically moves an invoice to Overdue status once its due date has passed and payment has not been received. Overdue invoices appear on their own tab in the invoice list so you can easily identify and follow up on them.

The same actions available on open invoices — Re-send Invoice Email, Make Draft, Delete Invoice, and Mark as Paid — are also available on overdue invoices.

Bulk Actions from the Invoice List

You can take action on multiple invoices at once from the invoice list view.

1. Navigate to Invoices in the left sidebar.
2. Select the tab you want to work in (Draft, Open, or Overdue).
3. Check the box next to each invoice you want to include. You can also select all invoices on the current page at once using the checkbox in the column header.
4. Once one or more invoices are selected, the bulk action toolbar appears. Choose from the available actions:

5. Confirm the action when prompted.

Audit Trail

Topkey keeps a full audit trail for every invoice, recording each significant action along with the user who performed it and the time it occurred. Logged events include:

• Invoice created
• Invoice issued
• Invoice reverted to draft
• Invoice marked as paid
• Invoice email re-sent (including the email address it was sent to)
• Invoice deleted

In addition, every time an owner opens the shareable invoice link, Topkey logs that view in the audit trail — including the IP address and timestamp. This gives you a clear record of whether the owner has seen the invoice.

Frequently Asked Questions

Can I edit an invoice after it has been issued? Yes. Click Make Draft on the open invoice's detail page to revert it to Draft status, make your changes, then re-issue it. Note that you can also edit the memo field directly on an open invoice without reverting it to Draft.

What happens if an owner pays through Stripe but I also click "Mark as paid manually" by mistake? Topkey will ask you to confirm before switching the invoice to manual payment and marking it as paid. If you're unsure whether a Stripe payment has been processed, check the audit trail and payment details before taking this action. If you need to correct a mistake, Contact Support.

How do I know if an owner has viewed the invoice I sent them? Check the audit trail on the invoice detail page. Each time the owner opens the shareable invoice link, Topkey records a view event with the timestamp and IP address, so you can confirm the invoice has been seen.