QuickBooks · Invoice Management

How to Use Invoice Manager in QuickBooks

Invoice Manager is the command center for everything you bill. From one screen you can track what is paid, overdue, or in draft, send reminders, record payments, and spot cash-flow gaps before they hurt.

At QuickFix Bookkeeping, the key is the status color code. Learn to read it at a glance and you can run your entire accounts receivable from this one view.

Working in Invoice Manager, Step by Step

METHOD 1Open and Read the Invoices DashboardStart here

Go to Sales, then Invoices. The colored bar at the top summarizes your receivables: unpaid, overdue, and paid totals for the period.

Read the status column. Draft, Sent, Viewed, Overdue, Deposited, and Paid each tell you exactly where an invoice stands. Overdue shows in red so it is impossible to miss.

Filter and sort. Use the filter bar to narrow by customer, status, or date range, then sort by due date to prioritize collections.

METHOD 2Take Action on a Single InvoiceThe Action dropdown

In the Action column at the end of any invoice row, open the dropdown. From here you can Receive payment, Send reminder, Print, Void, or Delete without leaving the list.

Choose Receive payment to mark it paid, or Send reminder to nudge an overdue customer. Each action updates the status instantly.

METHOD 3Batch Actions and the Aging ReportManage many at once

Tick the checkboxes on several invoices to send reminders or print in a batch.

For the full picture, run Reports, then Accounts Receivable Aging Detail. It groups every open invoice by how overdue it is, which is the report to work from when chasing payment.

What Each Invoice Status Means

Status	Meaning	Your Next Step
Draft	Created but not yet sent	Review and send
Sent / Viewed	Delivered, awaiting payment	Wait, or set a reminder
Overdue	Past the due date, unpaid	Send a payment reminder
Paid / Deposited	Payment received and recorded	Nothing, it is closed