Client Portal - Invoice View & Actions

Invoice Management: Table, View, and Actions

The Invoices view is the primary area in the Client Portl for monitoring the status, financial details, and processing history of every invoice you submit.

1. Invoice Table Overview

The main table lists all your invoices and provides essential filtering and batch action capabilities.

Invoice Table Columns

The table displays key data points for quick status checks:

Column Name	Description
Status	The current processing state (e.g., Created, Activated, Disputed, Stopped).
Invoice number	The unique identifier for the invoice.
Invoice date	The date the invoice was issued.
Customer	The name or identifier of the debtor/customer.
Expires	The expiration or due date for the invoice payment.
Invoice amount	The total value of the invoice.
Capital Balance	The outstanding balance remaining on the invoice. Fee Balance and Total Balance are shown as well unless balance details are switched off, see Balance columns.
Change request	A shortcut column to view or initiate a change request for this specific invoice.
Reminder/Collection Status	Icons and text indicating the next scheduled event (e.g., Reminder, Collection) and date.
Actions Menu	Menu to access invoice-specific actions. Which actions appear depends on the invoice’s status and on your rights, see the Invoice Row Actions row below.

Table Filters and Actions

The filter bar allows for quick data segmentation and batch processing:

Filter/Action	Description
Status Filters	Allows filtering the list by key states: New Invoices, All, Decision, Unpaid, Unpaid Expired, Paid, Paused, Disputed, Stopped, and Archived. The list opens on New Invoices, the invoices that are created but not yet activated. Decision holds invoices that wait for a financing decision. Paid holds closed invoices.
Filter / Clear	Opens an advanced filter menu to search by specific criteria or clears all active filters.
New Invoice (only if no ERP connection exists)	Button to start the process of submitting a new invoice.
New Credit Invoice (only if no ERP connection exists)	Button to start the process of submitting a new credit note.
Batch Actions (after selection)	When one or more checkboxes are selected on the New Invoices list, icons appear for Activate, Change Date and Archive. On the other lists the selected invoices can be used for change requests when change requests are switched on.
Export Table	Downloads the current table view with Download as Excel or Download as CSV.
Columns	Allows you to customize which data columns are visible in the table. The selection is not saved: when you load the page again or sign in again, the columns return to the default for the status filter you open.
Invoice Row Actions	Menu that appears at the end of each row. It can contain Edit Invoice, Information, Download, Archive (only on invoices with status Created), Remove from Archive (only on archived invoices), Send Invoice Copy, Credit and the payment and write-off actions, depending on the invoice’s status and your rights.

Product column and Financing On/Off

The Product column shows how the invoice is administered: Invoice Service, Factoring, Reminder, Collection or Delayed Penalty Fee. Reminder, Collection and Delayed Penalty Fee are the products of invoices that belong to those services. A credit invoice is shown as Credit Invoice.

On the New Invoices list the Financing On/Off column has a button per invoice. It only switches the invoice between Invoice Service and Factoring, which is the product the invoice is activated with. It does not activate or finance the invoice: press Activate for that, and an invoice activated as Factoring then waits on the Decision list. The button is disabled, with the tooltip “The invoice cannot be financed”, when your client has no financing product or the invoice is a Reminder, Collection or Delayed Penalty Fee invoice.

To see which paid invoices are financed, open Paid, choose Filter, and under Product tick Finance with Recourse and Finance Without Recourse. Use Dates in the same menu to limit the list.

Archive: removing a wrongly created invoice

Invoices cannot be deleted in Quiddly. To take a wrongly created invoice out of view, archive it.

• Archive is available on invoices with status Created, which means on the New Invoices list, as a row action and as a batch action. This includes invoices that an ERP integration fetched and that you do not want to finance.
• An archived invoice keeps its status Archived and appears under the Archived filter. Remove from Archive on the row moves it back to Created.
• An archived invoice still uses its invoice number, so a new invoice with the same number is rejected as a duplicate. To reuse the number, ask your operator to change the invoice number of the archived invoice in the Operations Portal. Edit Invoice in the Client Portal changes references and contact details only, not the invoice number.

Note

The Client Portal has no setting that limits which invoices an ERP integration fetches. Limit it in the ERP, see Onboard ERP Integration for what the fetch picks up, and archive what was fetched by mistake.

Balance columns

The Invoices list shows Capital Balance, Fee Balance and Total Balance. For clients that use financing, the Ledger card on the Dashboard breaks the balance into categories, and pressing a row opens the invoice table for it:

Category on the Dashboard	What it sums
Ledger Balance	The capital balance of all invoices in the selection. Invoice Balance and Credit Invoice Balance split it by invoice type.
Financing Balance	The outstanding capital of financed invoices. Recourse Financing Balance is the part financed with recourse.
Service Balance excl. Recoursed	The outstanding capital of invoices administered as service. On an invoice that has been recoursed, only the part that was not financed counts here.
Recoursed Balance	The part of a recoursed invoice’s outstanding capital that was financed. It is shown separately so it is not counted in the service balance.

The table opened from these rows has the columns Service Balance excl. Recoursed, Financed Balance, Total Service Balance and Recoursed Balance. Total Service Balance is Service Balance excl. Recoursed plus Recoursed Balance. Add the ones that are not shown with Columns.

2. Invoice View: Timeline and Details

Clicking on an invoice row opens the Invoice View, a dedicated page with a clear timeline and detailed information about the invoice’s lifecycle.

Events Timeline

This vertical timeline shows the chronological history of the invoice’s processing:

• Key Dates: Dates are marked for initial booking, expiration, and financial events.
• Status Progression: Shows when the invoice was Created, Expired, Financed, and when Reminders or Collection steps were triggered.

Information Panel (Summary)

This panel provides the current status and financial summary of the invoice:

Field	Description
Status	The current state of the invoice (e.g., Activated).
Invoice number	The invoice identifier.
Customer	The identifier of the debtor.
Invoice date	The date the invoice was issued.
Total	The total original amount of the invoice.
Distributed by	The method used to send the invoice (e.g., E-mail, E-invoice).
Language	The language used for communication.
Financed	Indicates whether the invoice is currently financed (Yes/No).
Financing date	The date the financing was activated.

Payment Information

This sub-section details the current financial position:

Field	Description
Balance	The current outstanding balance.
Due by	The final due date for the payment.
Payment reference	The unique reference number for payment matching.
Payment account	The account designated to receive the payment.
Receiver name	The name of the entity receiving the payment.

Details Tab (Event History)

The Details tab at the bottom provides a granular, auditable list of every action taken on the invoice:

Column Name	Description
Date	The date the event occurred.
Time	The time the event occurred.
Event	The type of action (e.g., Reminder, E-mail processing, Fee added).
Description	Detailed notes about the event (e.g., “Email processing to…”).
Amount	Any associated monetary value (e.g., fee amount).
Balance	The resulting balance after the event.
Download Document	Icon/link to download any document generated by that specific event (e.g., the reminder letter).

Invoice View Actions Menu

Within the Invoice View, the Actions Menu (three-dot menu in the top right) offers specific controls for the current invoice:

Action Name	Description
Download	Downloads the invoice document (PDF).
Pause	Temporarily halts further automated processing (e.g., reminders).
Write off capital / fee / interest	Records a formal write-off against any component of the outstanding debt.
Change expiry date	Allows modifying the due date of the invoice.
Send copy	Sends a copy of the invoice document to the debtor.
Copy link to debtor portal	Generates a shareable URL to the debtor’s payment portal for this invoice.
Show in debtor portal	Directly navigates to the invoice as viewed by the debtor.
Create note	Creates a new internal note linked to the invoice history.