The Documents tab is the heart of Invoice Genie. It’s where you create, view, filter, and manage all your invoices and estimates. This guide covers everything — from browsing your document list with powerful filters, to creating a new invoice with line items, recording payments, sending documents to clients, and using advanced features like recurring invoices and PDF sharing.
Opening the Documents Tab
Tap the Documents icon (second tab in the bottom tab bar) to open your document list. You’ll see two top-level tabs:
- Invoices — all your invoices
- Estimates — all your estimates
Switching between tabs changes the filter pills and sort options to match the document type.
The Toolbar
Four icons sit in the top-right corner of the Documents screen:
| Icon | Action |
|---|---|
| Three horizontal lines | Sort & Group — opens a bottom sheet with sort, direction, grouping, and year filter options |
| Magnifying glass | Search — toggles an inline search bar |
| Checkmark circle | Multi-select — enables selection mode for bulk delete |
| Plus (+) | New document — creates a new invoice or estimate (depending on which tab is active) |
Filter Tabs
Below the Invoices/Estimates tabs, a scrollable row of filter pills lets you quickly narrow down your list. A right chevron hints that more tabs are available — swipe horizontally to see them all.
Invoice Filters (8 tabs)
| Filter | Shows |
|---|---|
| All | Every invoice |
| Unpaid | Invoices that haven’t been fully paid |
| Paid | Invoices that are fully paid |
| Sent | Invoices that have been sent to the client |
| Recurring | Invoices set up with a recurring schedule |
| Unsent | Invoices that haven’t been sent yet |
| Overdue | Unpaid invoices past their due date |
| Partial | Invoices with some payment but a remaining balance |
Estimate Filters (6 tabs)
| Filter | Shows |
|---|---|
| All | Every estimate |
| Pending | Estimates awaiting client response |
| Accepted | Estimates the client approved |
| Rejected | Estimates the client declined |
| Converted | Estimates that have been converted to invoices |
| Sent | Estimates that have been sent to the client |
Tip: Tapping a filter tab that’s already selected expands all collapsed monthly sections.
Sort & Grouping Options
Tap the sort icon (three horizontal lines) to open the Sort & Group sheet. This gives you full control over how documents are displayed.
Sort By
| Invoice Sort Options | Estimate Sort Options |
|---|---|
| Document Date | Document Date |
| Date Added | Date Added |
| Invoice Number | Estimate Number |
| Client Name | Client Name |
| Due Date | Valid Until |
| Total | Total |
| Status | Status |
Toggle between ascending and descending order with the arrow button.
Group By
| Option | Result |
|---|---|
| None | Flat list with no section headers |
| By Year | Grouped by year (e.g., “2026”) |
| By Month (default) | Grouped by month (e.g., “February 2026”) with monthly totals |
| By Client | Grouped by client name |
| By Status | Grouped by payment/approval status |
Each group header shows the section total (or remaining balance for the Unpaid/Overdue/Partial tabs). You can tap a section header to collapse or expand it, or use the global toggle icon to collapse/expand all sections at once.
Year Filter
Select “All Tax Years” or a specific year to limit results. This filter is applied server-side for fast performance even with thousands of documents.
Search
Tap the magnifying glass to open the search bar. Search looks across multiple fields simultaneously:
- Invoice/estimate number
- Client name
- Total amount
- Additional notes
- Item descriptions
- Item comments
Search also queries the server for documents that may not be loaded locally, so you can find older invoices that are beyond the first page of results.
Multi-Select & Bulk Delete
Tap the checkmark circle icon to enter multi-select mode. Each row displays a selection checkbox. A header bar shows how many documents are selected, with options to Select All or Deselect All. Tap the trash icon to delete all selected documents. Tap X to exit multi-select mode.
Reading an Invoice Row
Each invoice is displayed as a compact two-line card with a colored accent bar on the left edge. The accent bar color instantly tells you the invoice status at a glance.
Invoice Card Layout
| Element | Position | What It Means |
|---|---|---|
| Left accent bar | Colored bar on the left edge — color indicates status (see table below) | |
| #INV-02052 | Top-left | Invoice number in bold |
| ✈️ (paper plane icon) | After number | Invoice has been sent to the client |
| 🔁 (repeat icon) | After number | This is a recurring invoice |
| Opened | After icons | Client has viewed the invoice |
| $1,250.00 | Top-right | Remaining balance (or total if paid, shown in green) |
| Client Name | Bottom-left | Who the invoice is for |
| Status pill / date text | Bottom-right | Status capsule or due date info |
Invoice Accent Bar Colors
The colored bar on the left edge of each invoice card changes color based on the invoice’s current status:
| Status | Accent Bar Color | Color Code |
|---|---|---|
| Paid | Soft Green | #4DB375 |
| Partially Paid + Overdue | Red | Theme error red |
| Partially Paid (not overdue) | Orange | System orange |
| Overdue | Red | Theme error red |
| Due Today | Orange | System orange |
| Normal (unpaid, not overdue) | Primary Blue | Theme primary |
Invoice Status Pills & Text Colors
The bottom-right corner of each invoice row shows a status pill (capsule badge) or text:
| Status | Appearance | Color |
|---|---|---|
| Paid | ✓ Paid capsule pill | Soft Green #4DB375 |
| Partially Paid | Partially Paid capsule pill | Orange |
| Overdue | “Overdue by 15 Days” text | Red (theme error) |
| Due Today | “Due Today” text | Orange |
| Due in future | “Due in 28 Days” text | Gray (secondary text) |
| No due date | Invoice date shown | Gray (secondary text) |
Invoice Amount Color
| Status | Amount Color |
|---|---|
| Paid | Soft Green (#4DB375) — shows the full total |
| Unpaid / Partially Paid | Default text (adapts to light/dark mode) — shows remaining balance |
Opened Indicator
When a client opens your invoice via the payment link, an Opened pill appears next to the invoice number. This indicator uses a blue-purple color (#7380FF) and is only shown while the invoice is still unpaid.
Reading an Estimate Row
Estimate rows use the same two-line card design as invoices, with their own set of status colors.
Estimate Card Layout
| Element | Position | What It Means |
|---|---|---|
| Left accent bar | Colored bar on the left edge — color indicates estimate status | |
| #EST-00042 | Top-left | Estimate number in bold |
| ✈️ (paper plane icon) | After number | Estimate has been sent to the client |
| Opened | After icons | Client has viewed the estimate (only shown while still pending) |
| $3,500.00 | Top-right | Estimate total (shown in green when accepted) |
| Client Name | Bottom-left | Who the estimate is for |
| Status pill / date | Bottom-right | Status capsule or estimate date |
Estimate Accent Bar Colors
| Status | Accent Bar Color | Color Code |
|---|---|---|
| Accepted | Soft Green | #4DB375 |
| Rejected | Red | System red |
| Pending | Orange | System orange |
Estimate Status Pills
| Status | Appearance | Color |
|---|---|---|
| Accepted | ✓ Accepted capsule pill | Soft Green #4DB375 |
| Rejected | ✕ Rejected capsule pill | Red |
| Pending | Estimate date shown as text | Gray (secondary text) |
Estimate Amount Color
| Status | Amount Color |
|---|---|
| Accepted | Soft Green (#4DB375) |
| Pending / Rejected | Default text (adapts to light/dark mode) |
Opened Indicator (Estimates)
Just like invoices, when a client opens your estimate via the response link, an Opened pill appears. It is only shown while the estimate is still pending (not accepted or rejected).
Color Reference Summary
All status colors used throughout the invoice and estimate lists:
| Color Name | Swatch | Hex Code | Used For |
|---|---|---|---|
| Soft Green | #4DB375 | Paid invoices, Accepted estimates, positive statuses | |
| Orange | System orange | Partially paid, Due today, Pending estimates | |
| Red | Theme error / System red | Overdue, Rejected estimates, Partially paid + overdue | |
| Primary Blue | Theme primary | Normal unpaid invoices (not overdue), sent icon | |
| Blue-Purple | #7380FF | “Opened” indicator pill | |
| Gray | Secondary text | Client name, date text, due-in-future text |
Swipe Actions
Without entering multi-select mode, you can swipe individual rows:
- Swipe left → Delete (shows a confirmation dialog)
- Swipe right → Duplicate (creates a copy with a new number and today’s date)
Creating a New Invoice
Tap the + button in the toolbar (while on the Invoices tab). This opens the invoice editor with a blank form. At the top, you’ll see two tabs: Details and Preview.
Invoice Details Section
The top card shows:
- Invoice number — auto-generated from your business settings (prefix + padding, e.g., #INV-02055). Not directly editable.
- “This is Estimate” toggle — switch between creating an invoice or an estimate (only available for new documents)
- Date — tap to change the invoice date (defaults to today)
- Due Date — tap to choose from preset terms
Due Date Options
The due date picker offers these presets: Due on Receipt, Next Day, 2 Days, 3 Days, 4 Days, 5 Days, 6 Days, 7 Days, 10 Days, 15 Days, 21 Days, 30 Days, Custom, or None.
Client Section
Tap the client area to select or change a client from your Clients list. A client is required before you can save. The client’s name, email, and avatar initial are displayed once selected.
Items Section
This is where you add line items to your invoice. Tap “Add Item” to create a new line item or tap an existing item to edit it.
Each item has these fields:
| Field | Description | Default |
|---|---|---|
| Description | Name or description of the item/service | Empty |
| Unit Cost | Price per unit | $0.00 |
| Quantity | Number of units | 1.0 |
| Unit | Measurement unit (Hours, Days, or Pieces) | Hours |
| Discount | Per-item discount (None, Flat amount, or Percentage) | None |
| Taxable | Whether this item is subject to tax | Yes |
| Comments | Optional notes about this item | Empty |
Each item row in the invoice shows the calculation: Quantity Unit × $UnitCost = $Total (e.g., “1.00 Hours × $1.00”). Items with discounts show the discount in red.
Additional Notes
A free-text area for notes that appear on the invoice. Tap to enter edit mode. When you’ve written notes, an “Improve with AI” button appears — tap it to have AI refine your text for a more professional tone.
Photo Attachments
Attach up to 15 photos per document. Tap “Add Photos” to select images from your photo library. Photos upload to the cloud in the background (a progress bar shows the upload status). Attached photos appear in a grid below the notes section.
Totals Breakdown
The totals section at the bottom calculates everything automatically:
| Row | What It Shows |
|---|---|
| Subtotal | Sum of all items (quantity × unit cost) |
| Item Discounts | Sum of per-item discounts (if any, shown in red) |
| Subtotal After Item Discounts | Subtotal minus item discounts |
| Discount | Additional overall discount (tap to set: None, Flat, or Percentage) |
| Total Before Tax | After all discounts |
| Tax | Tax amount. Three modes: None, Tax on Total, or Tax Per Item |
| Total Due | Final amount the client owes (bold, highlighted) |
| Paid Amount | How much has been paid (tap to record payments) |
| Remaining Balance | What’s still owed (red if > 0) |
Saving
Tap “Create Invoice” (for new documents) or “Save Changes” (for edits). A client must be assigned before saving. If photos are still uploading, the save waits for uploads to finish automatically.
Viewing & Editing an Existing Invoice
Tap any invoice in the list to open it. You’ll see the same form as when creating, plus additional information for existing documents:
- Payment status badge — e.g., “Paid on Feb 22, 2026 via Square” (green) or payment details
- Total / Paid / Balance — three-column display showing how much has been paid
- Client Opened — if the client viewed the invoice, shows the date/time with a green eye icon
- Send Status — when and how the invoice was sent
The Preview Tab
Tap Preview at the top to see a live PDF preview of how your document will look when printed or shared. The preview updates automatically as you make changes. You can also select different PDF templates from the toolbar when on the Preview tab.
Sending an Invoice
Tap the send button (paper plane icon, top-right) to share your invoice with the client. Two options appear:
- Email — opens your email app with the PDF attached and a pre-filled message to the client’s email address
- Text Message — creates an SMS with the PDF attached
After sending, the invoice is marked as “Sent” with the date and method. A blue envelope icon appears next to the invoice number in the list.
For estimates, the email includes a response link that lets the client accept or reject the estimate directly.
The More Menu (…)
Tap the three-dot menu in the top-right corner for additional actions:
Invoice Menu Options
| Option | What It Does |
|---|---|
| Share PDF | Generates the PDF and opens the iOS share sheet (AirDrop, Messages, email, Files, etc.) |
| Print Invoice | Generates the PDF and opens the iOS print dialog |
| Share Payment Link | Creates an online payment link (requires Square or PayPal to be configured in Settings) |
| Make Recurring | Set up automatic invoice generation on a schedule |
| Duplicate | Creates a copy with a new number, today’s date, and resets the payment/sent status |
| Delete | Permanently deletes the invoice (with confirmation) |
Estimate Menu Options
| Option | What It Does |
|---|---|
| Share PDF | Same as invoice |
| Print Estimate | Same as invoice |
| Convert to Invoice | Converts the estimate into a new invoice (only available if not already converted) |
| Duplicate | Same as invoice |
| Delete | Same as invoice |
Recording Payments
To record a payment on an invoice, open the invoice and tap the Paid Amount row in the totals section. The payment form includes:
- Amount — pre-filled with the remaining balance (you can change it for partial payments)
- Payment Method — scroll through icons to pick: Cash, Credit Card, Bank Transfer, Check, PayPal, Square, Stripe, QuickBooks, Apple Pay, or Other
- Payment Date — defaults to today
- Notes — optional text
Tap “Record Payment” to save. A progress bar shows how much of the total has been paid. When the full amount is recorded, the invoice is automatically marked as Paid.
You can also view payment history — all recorded payments appear with their method, date, amount, and notes. Individual payments can be deleted if entered incorrectly.
Make Recurring
From the more menu, choose Make Recurring to set up automatic invoice generation. Options include:
| Setting | Options |
|---|---|
| Frequency | Daily, Weekly, Bi-weekly, Monthly, Quarterly, Semi-annual, Annual |
| Start Date | Any future date |
| End Date | Optional — toggle on and select a date, or leave it running indefinitely |
Once enabled, the server automatically generates new invoices on the schedule with the same items, client, and settings. A preview shows when the next invoice will be generated. You can view how many recurring invoices have been created and when the last one was generated.
Estimates vs. Invoices
Invoices and estimates share the same editor, but with key differences:
| Feature | Invoice | Estimate |
|---|---|---|
| Due Date | Yes | No |
| Recurring | Yes | No |
| Payment recording | Yes | No |
| Payment link | Yes | No |
| Client response link | No | Yes (accept/reject) |
| Convert to invoice | N/A | Yes |
| Status | Based on payment | Manually changeable (Pending, Accepted, Rejected, Converted) |
When creating a new document, use the “This is Estimate” toggle at the top of the form to switch between modes.
Tips & Best Practices
| Tip | Details |
|---|---|
| Use filter + sort together | Filter to “Overdue” and sort by “Total” descending to prioritize your largest unpaid invoices. |
| Swipe to duplicate | For repeat invoices to the same client, swipe right on an existing invoice to instantly create a copy. |
| Check the Preview tab | Always check how the PDF looks before sending. The Preview tab shows exactly what the client will receive. |
| Record partial payments | If a client pays in installments, record each partial payment. The progress bar and “Partially Paid” badge keep everything clear. |
| Convert estimates to invoices | When a client accepts an estimate, use “Convert to Invoice” from the more menu to instantly create an invoice with all the same items. |
| Use AI to improve notes | Write your notes quickly, then tap “Improve with AI” to refine them into professional language. |
| Search by amount | Can’t remember an invoice number? Search by the dollar amount — the search checks totals, item descriptions, and client names. |
| Pull down to refresh | Swipe down on the invoice list to force a refresh from the server, ensuring you see the latest data. |
