JoomInvoice - Invoices Management

Invoices are the core of JoomInvoice. You can create, edit, send, and track invoices from the admin panel, and your clients can view and pay them on the frontend of your site.

Invoice List

Go to Components > JoomInvoice > Invoices to see all your invoices.

Searching and Filtering

• Search bar - Search by invoice number or client name.
• Status filter - Show only invoices with a specific status (Paid, Pending, Past Due, etc.).
• Date range - Filter invoices by date range.

Sorting

Click any column header to sort the list. Click again to reverse the sort order. You can sort by date, client name, or total amount.

Summary Totals

At the bottom of the list, you will see aggregated totals for the currently displayed invoices.

Creating a New Invoice

1. Go to Components > JoomInvoice > Invoices.
2. Click New in the toolbar.
3. Fill in the tabs described below.
4. Click Save.

Form Tab (Main Details)

This is where you set the basic invoice information:

• Invoice Number - Automatically generated based on your number format (for example, 2026-001). You can adjust the format in Configuration.
• Invoice Date - The date of the invoice.
• Due Date - When payment is expected. If you have set a default due date in Configuration, this fills in automatically.
• Template - Choose which template to use for rendering the invoice.
• Language - The language for the invoice. This affects date formatting and translated labels on the document.
• Currency - If multi-currency is enabled, choose the currency for this invoice.
• External Reference - An optional reference to link the invoice to an external system or order number.

Recipient Tab

Enter the client's details, or search for an existing contact:

• Name, Company, Email, Address, City, State, Country, ZIP Code, VAT ID, Phone.

You have four options for how to handle the contact relationship:

1. Link to Existing Contact - Search and select an existing contact. Their details fill in automatically.
2. Create New Contact - Save the recipient details as a new contact when you save the invoice.
3. Update Contact Data - Update the linked contact with any changes you make here.
4. Do Not Link to Contact - Enter details without creating or linking a contact.

You can also link the invoice to a Joomla User for frontend access.

Invoicer Tab

Your company details as the invoice sender:

• Name, Address, VAT Number, Email, Phone, Website URL.

These default to the values you set in Configuration > Default Invoicer Data, but you can override them per invoice.

Items Tab

Add the line items that make up the invoice:

1. Click Add Item.
2. Fill in:
   • SKU - Optional product code.
   • Name - Item or service name. Start typing to search predefined products.
   • Description - Details about the item.
   • Unit Price - Price per unit.
   • Quantity - Number of units.
   • Discount - Discount on this item.
   • Tax - Select the applicable tax.
3. Repeat for additional items.

You can also apply a Global Discount as a flat amount across the entire invoice.

Payments Tab

Add payment records to track what has been paid and what is outstanding:

1. Click Add Payment.
2. Fill in the description, amount, due date, status, and payment method.

Notes Tab

• Notes - Visible to the client on the invoice. Use this for terms, instructions, or other information.
• Admin Notes - Internal notes that only you and other admins can see. These do not appear on the invoice.

Publish Tab

• Published - Controls whether the invoice is accessible on the frontend. Unpublished invoices are only visible in the admin panel.
• Start / End Publishing Dates - Optionally limit when the invoice is visible on the frontend.

Invoice Statuses

Automatic Status Calculation

If the configuration option Invoice Status > Calculate automatically is enabled and you have not set a status manually, JoomInvoice calculates the status for you:

• Payments received cover the full amount → Paid
• Due date has passed without full payment → Past Due
• Some payments received but not enough → Partially Paid
• No payments yet → Pending

You can always override the automatic status by setting it manually on the invoice.

Common Actions

Duplicating an Invoice

Select one or more invoices in the list and click Duplicate. A copy is created with a new invoice number, ready for you to modify.

Publishing and Unpublishing

Controls whether clients can see the invoice on the frontend. Use the toolbar buttons or click the publish icon in the list.

Changing Status

Select invoices and use the Change Status action to set a specific status for all selected invoices at once.

Sending by Email

Click the envelope icon next to an invoice to send it by email. The email uses the template you configured and can include a PDF attachment. You can also select multiple invoices and send them in batch.

Previewing an Invoice

Click the magnifying glass icon to open a live preview of the invoice as it would appear to the client, rendered with the assigned template.

Downloading as PDF

Click the PDF icon to download the invoice as a PDF document. The PDF uses the template's PDF-specific layout.

Exporting to CSV

Click Export in the toolbar to download the current invoice list as a CSV file. The column separator is configurable in the settings.

Invoice Number Format

You can customize how invoice numbers look in Configuration > Invoice number format.

Available tokens:

Example: The format INV-[yyyy]-[num] produces invoice numbers like INV-2026-42.

The Minimum number of digits setting adds leading zeros. For example, setting it to 3 turns 42 into 042.