Creating and managing invoices
Accupe gives you four separate ways to get an invoice into the system, plus a full lifecycle for tracking each one from draft through to paid.
Where to find it
Open the sidebar and select Invoices, or go directly to the Invoices page. The header shows a region chip (UK or UAE) and a live total count. You need the view_financials permission to see the page at all, without it you'll see "Financials are restricted", since invoices and revenue are only visible to firm owners, admins, and managers by default. Creating, editing, voiding, deleting, sending, importing, or generating invoices additionally requires the manage_invoices permission, without it the header's action buttons (Template, Import, From job, New invoice) don't appear.
Invoice statuses
Accupe uses five statuses:
Overdue isn't something you set directly. It's worked out automatically: any invoice still stored as Sent whose due date has passed displays as Overdue throughout the interface, even if the underlying record hasn't been formally flipped yet. Draft, Paid, and Void always display exactly as stored. There's no partially paid, disputed, or refunded status, and no separate cancelled status distinct from Void.
Voided invoices are excluded entirely from your financial rollups. They never count toward totals collected, outstanding, or any other metric on the Invoices page.
The four ways to create an invoice
1. Manual entry
Select New invoice to open the invoice form. Fill in:
- Client, chosen from your existing clients, or typed directly as a client name if your firm has none saved yet
- Amount, required, must be zero or more
- Status, a choice of Draft, Sent, or Paid, defaulting to Draft
- Issue date, defaulting to today
- Due date
- Notes
Void and Overdue are never options in this dropdown, they aren't reachable when creating or editing an invoice by hand.
2. From a completed job
Select From job to open a list of completed jobs that carry a fee and haven't already been invoiced. Each row shows the job title, client, and fee, with a Generate button. Selecting it creates a draft invoice automatically: the line item description comes from the job title (or "Professional services" if the job has none), the amount is the job's fee, and the notes record which job it came from. If a job has already been invoiced this way, generating again is blocked with a "This job has already been invoiced" error. If nothing qualifies, the modal explains that completed jobs with a fee that haven't been invoiced yet will show up there once they exist.
3. Import from a spreadsheet
Select Template to download the import template first, an .xlsx file with columns for Invoice Number, Client Name, Amount, Issue Date, Due Date, a Status column headed "Status (draft/sent/paid)", Paid Date, and Notes. That header is guidance rather than an enforced rule: the importer actually checks each Status value against Accupe's full status list, so typing overdue or void will also be accepted even though the column only prompts for the three common ones; anything outside all five valid statuses is flagged as an error and that row is skipped. Fill it in, then select Import to upload it. Accupe validates and previews your rows before writing anything, showing how many rows are ready and how many have errors and will be skipped, alongside a preview table of the first hundred rows. Only once you confirm does it commit the valid rows to your invoice list, and you'll see a summary of how many were imported and how many were skipped. Leave the Invoice Number column blank on any row to have Accupe auto-number it for you.
4. Xero or Zoho sync
If your firm connects Xero or Zoho Books under Settings > Integrations, an admin-only area, you can pull invoices directly from your accounting platform into Accupe. The connected integration's card gives you separate buttons for Pull contacts, Push invoices, Pull invoices, and Sync both. Selecting Pull invoices brings matching external invoices across with amount and dates carried over as recorded, but status is normalised into Accupe's own draft, sent, paid, or void values rather than kept verbatim; for example, Xero's Authorised and Submitted statuses and Zoho's overdue, unpaid, and viewed statuses all come in as Sent, while Xero's Voided and Deleted and Zoho's Void all come in as Void. Sync both only pulls contacts and pushes your completed jobs across as draft invoices in the other direction, it doesn't pull invoices, that's the separate Pull invoices action.
Invoice numbers
Invoice numbers are generated automatically in the form INV- followed by a zero-padded four-digit sequence (for example INV-0001), based on the highest number already used by your firm, so they always increase in the right order. A custom number can come through instead on an Excel import row or a Xero/Zoho pull. If an auto-generated number collides with one already in use, Accupe automatically retries with the next number in sequence; a supplied custom number that collides is not retried, that row is rejected with a duplicate invoice number error instead.
Editing an invoice
Open the invoice and select Edit, available for any invoice that isn't Void. This reopens the same form used to create it, pre-filled, so you can adjust the client, amount, dates, notes, or line items. Changing the amount without also changing the line items automatically rewrites the line items to a single row matching the new total, so the PDF and detail page always stay consistent with what you've billed.
Voiding and deleting
- Void is available on any Sent, Overdue, or Paid invoice, not Draft, and not one that's already Void. This is the correct way to cancel an invoice once it has been sent or paid. It's a one-way action.
- Delete is available only while an invoice is still in Draft. Selecting it asks you to confirm, since deleting cannot be undone. Attempting to delete anything past Draft is blocked by the system, with a message directing you to void it instead, this keeps your financial audit trail intact.
Filtering your invoice list
Use the saved-view chips above the table to jump to All, Outstanding (Sent or Overdue), Overdue, Paid, or Draft invoices, each showing a live count badge. The search box matches against invoice number and client name.
Tip: If you're deciding between importing a spreadsheet and connecting Xero or Zoho, remember that an import is a one-off batch you run once, while a Xero/Zoho sync is also something you trigger yourself each time, there's no automatic background schedule, but it's safe to re-run: invoices already pulled in are skipped by their external ID, so clicking Pull invoices again only brings across what's new since last time. Use the import for a single historical catch-up and re-run the sync periodically for ongoing bookkeeping.