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Billing is where you turn finished work into invoices, send them to customers, and keep track of what’s been paid and what’s still owed. This page gives you the lay of the land: what each screen does, the journey an invoice takes, and where the related settings live. From here you can jump to a step-by-step guide for any task.
You don’t need to be an accountant to use billing. Menaia does the math — totals, balances, and overdue flags update on their own as you send invoices and record payments.

Video: Invoices Overview (2:12)

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The Invoices page

Invoices in the main navigation is your home base for billing. It lists every invoice across all your projects, with a search box, filters, and a row of summary cards at the top.

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Summary cards

Five cards sit above the list and give you the financial picture at a glance. Click any card to filter the list down to just those invoices.
  • Total Invoiced — the full amount you’ve billed.
  • Outstanding — money that’s been invoiced but not yet collected.
  • Total Collected — payments you’ve received.
  • Overdue — invoices that are past their due date and still owe a balance.
  • Refund Due: money you owe customers back, on invoices where a credit took the balance below what they paid. See Refund a customer.

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The invoice list

Each row shows the Invoice #, Client Name, Project Name, Status, Total, Balance, and the key dates (Issue Date, Sent Date, Due Date, Created Date). Click an invoice number to open its full detail page. An overdue invoice flags its Due Date in red. Use the filters panel to narrow the list by client, invoice ID, status, who created it, or any of the date ranges.
The quickest way to find one invoice is to type its number into the Invoice ID filter. To see everything for one customer, filter by Client Name instead.

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The Payments page

Payments in the main navigation lists every payment recorded across your invoices in one place, so you can review what’s been collected without opening invoices one at a time. Like the Invoices page, it has a search box, filters, status tabs, and a row of summary cards. It’s available to Admins wherever invoicing is turned on.

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Summary cards

Three cards sit above the list:
  • Upcoming Payouts — the next payout headed to your bank and the date it’s expected, shown when your workspace is connected to Menaia Pay. If you’re not connected yet, this card becomes a Get paid faster prompt with a Set up Menaia Pay button. See Menaia Pay.
  • Avg. Invoice Payment Time — the average number of days invoices take to get paid, shown against your branch average.
  • Invoices paid on time — the share of invoices paid by their due date, shown against your branch average.

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The payment list

Tabs across the top let you switch between All payments and a single status — Pending, Succeeded, Partially Refunded, Refunded, or Failed — each with a count. Each row shows the Client, Project, Payment Date, Status, Method, and Amount. Every payment links through to the invoice it was recorded on; when a single payment was split across several invoices, the row tells you how many. Use the search box and filters to narrow the list by client, project, payment method, or date range.

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How an invoice moves along

Every invoice carries a Status that tells you exactly where it stands. Understanding the flow makes the rest of billing easy to follow.
1

Draft

A new invoice starts as a Draft. It isn’t visible to the customer yet, so this is your chance to adjust line items, dates, payment terms, and the description of work. Drafts can be edited freely or deleted. You can also record a payment or add a credit directly on a draft, but either one finalizes it — the invoice leaves Draft and can no longer be edited or deleted, so you’ll be asked to confirm first.
2

Open

When you send the invoice, it becomes Open — the customer has it and it’s awaiting payment. You can resend it at any time.
3

Partially Paid

Once you record a payment that covers part of the balance, the status becomes Partially Paid. The remaining balance keeps showing on the invoice.
4

Paid

When the full balance is collected, the invoice is marked Paid and the balance drops to zero.
5

Refund Due

If you add a credit after the customer has paid, the balance can go below zero. The invoice becomes Refund Due because you now owe the customer money. Once you record the refund, it goes back to Paid. See Refund a customer.
An invoice you no longer want to collect on can be set to Voided. Voiding keeps a record of the invoice without counting it toward what’s owed — unlike deleting, which only applies to drafts and removes them entirely.

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Working with a single invoice

Open any invoice to see its detail page. Across the top you’ll find the invoice number, its status badge, and the main actions:
  • Send Invoice (this becomes Resend Invoice once the invoice has been sent) emails the invoice to the customer.
  • Record Payment logs a payment against the balance.
  • The more options menu (the three-dot button) holds the rest: View PDF, Record Payment, Add Credit, Refund Invoice (only when the invoice is Refund Due), Void Invoice or Delete Invoice, plus quick links to the related estimate or proposal.
Below the actions, the Invoice Details card shows the client, project, dates, payment terms, total, and balance remaining. A Transaction History section records every payment and credit applied to the invoice.
While an invoice is still a Draft, you can edit its details and line items right on the detail page and click Save Changes. Once it’s been sent, the line items lock in so the customer’s copy stays accurate — but the due date can still be changed afterward on any invoice that hasn’t been voided, since it only affects when the invoice comes due, not what’s owed.

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Billing settings

A few one-time setup choices make day-to-day billing faster. You’ll find these under Settings, and each one applies to the branch you select at the top of the settings screen.

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Payment terms

Payment terms decide how long a customer has to pay — they set the due date automatically based on the issue date. Set these up under Settings → Invoices → Payment Terms so the right due date is filled in for you on every invoice.

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Payment methods

Payment methods are the ways you accept payment (for example, the options a customer sees on a proposal, and the methods you choose from when recording a payment). Manage them under Settings → Proposals → Payment Methods.
Recording a payment requires at least one payment method to exist. If the Record Payment option is missing, add a payment method first.

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Automatic deposit invoices

Menaia can create a deposit invoice for you the moment a proposal is signed, so you don’t have to remember to bill for it. Under Settings → Invoices → Overview you’ll find two options:
  • Auto Create Deposit Invoice — automatically create a deposit invoice when a proposal is signed.
  • Auto Send Deposit Invoice — automatically email that deposit invoice to the customer when the proposal is signed. This one requires Auto Create Deposit Invoice to be on and a customer email on file.

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Where to go next

Create an invoice

Start a new invoice from an estimate or from scratch.

Browse invoices

Search, filter, and find any invoice across your projects.

Send and resend

Email an invoice to your customer, then resend it if needed.

Record and allocate a payment

Log a payment against a balance and apply it where it belongs.

Add a credit

Apply a credit to an invoice’s balance.

Void an invoice

Cancel an invoice you no longer intend to collect on.

Preview and download a PDF

See and save the customer-facing copy of any invoice.

Automatic deposit invoices

Bill the deposit automatically when a proposal is signed.