Receivables

Outstanding Invoices

This screen allows you to view paid and unpaid invoices, filter by past due invoices, and view and manage invoices in any status.
 

Number: The unique invoice number.

Type: The type of invoice.

• Recur: A recurring invoice generated from a contract.
• Ad Hoc: An invoice you created that is not based on a contract.

ClientID: The unique id of the customer.

Subtotal: The subtotal of the invoice.

Tax: Taxes applied to the invoice.

Total: Total of the invoice.

Balance: The unpaid balance of the invoice.

Distribution: The method you used to send the invoice to the client and the date you sent it.

Status: The status of the invoice.

• Draft: The invoice is a draft and has not yet been finalized.
• Approved: The invoice has been approved but has not yet been sent to the client.
• Approved and Distributed: The invoice has been approved and sent to the client.

Approve: This column will be empty if the invoice has been approved. A green button to approve will appear in this column if the invoice has not been approved.

Invoice Date: The date the invoice was generated.

Due Date: The date the client must pay based on the invoice date and the customer’s terms.

Aging: The number of days that have elapsed without payment.

Aging: The aging category or range into which the unpaid invoice falls.

View Button: View the invoice.

Pay Button: Apply a payment to the invoice.

Edit Button: Edit the invoice.

Red X Button: Remove the invoice.

Note: Removing an invoice does not remove or close a contract. An invoice can always be re-generated for the period. To close a contract see the following article: Site Options

Deleting Invoices

• Deleting an invoice permanently removes it from your account. Once deleted, users can no longer view, search for, or report on that invoice in new reports.
• Recovery is not self-service. A deleted invoice can only be considered for restoration by submitting a special recovery request to Support, and recovery is not guaranteed.

How an invoice may be removed

• Invoices are removed by a user action (delete) within the product. Access to delete invoices may be restricted by your organization’s permissions.

• After deletion, the invoice will no longer appear in invoice lists, searches, or reports generated after the deletion.

   

Note: You can filter the information in this screen by the following criteria:
 

• Date range
• Approval status
• Payment status
• Other criteria

Date: The date the payment was entered.

Invoice: The invoice number against which the payment was made.

Client: The name of the client.

Amount: The amount of the payment.

Note: If it is a credit, the amount will show in parenthesis to indicate a negative amount.

Method: The method of payment used for the payment.

Memo: The text of the invoice memo, if any.

Added By: The name of the user who entered the payment.

Note: You can filter payments by date range.

Invoice Email Notifications

Use this guide to verify which email address TrackTik uses for invoice notifications and update it if needed.

Where to find the main company email

1. Navigate to: Settings > Company Information.
2. Locate the Company Email. This is the primary contact email for your organization in TrackTik.

Tips and considerations

• Ensure the new email address is valid and actively monitored.
• If the new address recently bounced or marked prior emails as spam, contact TrackTik Support to remove it from the suppression list before testing.
• After updating the email, ask your IT team to allow messages from TrackTik’s sending service to avoid filtering.

Invoice notes visibility

Notes added to invoices are permission-based and may only display when the invoice is viewed in the portal by users with appropriate access. Invoices emailed via Automatic Alerts, do not evaluate user permissions so the Notes column is intentionally excluded from the emailed PDFs.

Invoice Notes in Emailed PDFs

The Notes column on an invoice can be visible when viewing the invoice in Back Office, but may not appear in the PDF that is automatically emailed to clients. This behavior is intentional and depends on how the invoice is generated and who is viewing it.

Behavior (By Design)

• The Notes field is permission‑based and is displayed only to Back Office users who have access to view invoice notes.
• Automatically emailed invoices - including those sent through Prepare in Batch, standard email send, or mass send - do not include the Notes column.
• Automated email processes do not evaluate Back Office user permissions, so internal Notes are excluded from the generated PDF.

What This Means in Practice

• When you view an invoice in Back Office, the PDF you export from your own screen can include Notes, depending on your permissions.
• When the system emails an invoice automatically, the PDF sent to the client will not include Notes, regardless of your access level.
• This difference is expected behavior at this time.

Workaround to Include Notes in a Sent Invoice

If you need to send an invoice containing Notes:

1. (From Dashboard view) Go to Billing → Invoices (tab).
2. Open the invoice.
3. Make sure your role is permitted to view Notes.
4. Use Print/Download PDF from the invoice view (this exports the same version you see on screen).
5. Attach the saved PDF to an email and send it manually.

For multiple invoices, this must be repeated per invoice.
There is currently no automated batch method that includes Notes in emailed PDFs.