Managing Invoices: Reopening, Notes and Activity Tracking
Take full control of your billing with Kilo’s flexible invoice features. These tools allow you to correct payment errors, document specific details for clients, and audit every change made to an invoice.
Reopen a Closed Invoice
Use this feature to fix mistakes, such as an invoice charged to "Cash" when it should have been "Credit Card."
- Open the Invoice: Navigate to the Invoices tab and select the specific invoice.
- Process a Refund: Click the blue Action button and select Refund. Confirm the refund to proceed.
- Reopen: Click the blue Action button again and select Reopen.
- Note: Auto-pay will be automatically disabled for this invoice.
- Confirm Status:
- Invoices with past due dates will mark as Past Due.
- Invoices with future dates will mark as Upcoming.
- Take Next Steps: You can now Void the payment, Collect using a different method, or Edit the due date and amount.
Add Client-Facing Notes
Document discounts or special circumstances directly on the invoice.
- Add a Note: Locate the Notes section within the invoice to add your text.
⚠️ Important: These notes are client-facing. Athletes will see these notes at the bottom of their invoice when they receive an emailed copy.
In the example below, a 10% discount was given on a retail item.
Track Invoice Activity
Audit every change to maintain a clear financial timeline.
- View History: Scroll to the Activity section to see a log of all edits, including who reopened the invoice, when notes were added, and any amount changes.
For more information on any of the Invoice features, email our Support Team at hello@usekilo.com