About
The Invoices page in Finaloop (Customers → Invoices) lists every B2B and wholesale invoice you create or sync, with its balance due and status, so you can follow up on what customers owe you.
Finaloop simplifies the process of managing B2B invoices and receivables, ensuring your records are accurate and up-to-date. Whether you need to track invoice statuses, link payments to the invoices, customize your invoice settings, or more, Finaloop provides tools to help you efficiently manage your wholesale and B2B customer receivables.
1. Navigating your Finaloop invoices
First, let's take a look at Finaloop's invoices tool. Head to Customers on the menu and then click Invoices. The page has three tabs: Invoices, Linked invoices & payments and Settings. Inside Invoices there are two views, All and Unpaid.
All invoices
① All and Unpaid views, ② the due-date cards, ③ Create invoice.
Invoice details
You can see a comprehensive list of all invoices, sorted by creation date. Here, you can view important details such as:
Invoice#
Customer
Category (the P&L category the invoice is recorded in)
Invoice date (issue date)
Due date (based on set payment terms)
Additionally, for each invoice, you'll see:
Net invoice: Net sales plus sales tax and deductions
Balance due: The remaining unpaid amount
Status: Monitor invoice progress with status labels:
Draft
Open
Past due
Paid / Partially paid
Marked as paid: you marked the invoice as paid yourself (see Mark as paid below)
Refunded / Partially refunded
Uncollectible / Partially uncollectible
Closed: the invoice is fully settled (paid, refunded, uncollectible or adjusted)
COGS only: the invoice records cost of goods sold (COGS) but no revenue
Voided
Net sales are your gross sales, plus shipping income, minus discounts and refunds.
Search and filter options
Use the search bar (Search invoice #, customer, amounts) to look up invoices by number, customer name, or amounts.
Apply filters such as the Period dates, Source, Status, Customer, P&L category, Product, Payment method, Currency and Net invoice amount to refine the list. You can mix and match filters for precise results.
Due dates and metrics
At the top of the list, three cards show your Past due invoices, invoices Due in the next 30 days and invoices Due in the next 31+ days. Click a card to filter the list.
Below them, you can see specific invoice metrics, including:
Invoices: The number of invoices created in the selected period
Unpaid balance: The total unpaid balance from your invoices
AIV: Average invoice value, which is your gross sales, minus discounts, plus shipping income, divided by your total invoices
Net sales: Your total gross sales, plus shipping income, minus discounts and refunds
Actions menu
Select one or multiple invoices and click Actions to:
Link payment: Connect invoices to payments from your bank account or credit card.
Close uncollected balance: Flag invoices as uncollectible to recognize a loss in your books.
Mark as paid: Mark invoices you were already paid for (see below).
Mark as COGS only / Unmark as COGS only: Record only the cost of goods sold for an invoice, with no revenue.
Void: Mark invoices as void to remove the impact of the invoice on your books. To reverse it, use Unvoid.
Delete: Permanently remove invoices.
When you open a single invoice, you'll also find Duplicate, Send payment reminder, Download Invoice and Download packing slip.
Mark as paid: For an invoice dated before your tracking start date, this removes it from your open accounts receivable (AR) balance as of that date. For an invoice after your tracking start date, it's for your own tracking only and has no impact on your books. To undo it, open the invoice and remove the marked as paid status.
Import CSV
To add many invoices at once, click Import CSV next to Export. Each invoice needs an invoice number, invoice date, customer and at least one line item with a quantity and unit price.
Unpaid invoices
The Unpaid view focuses on open invoices and their outstanding balances as of a selected date.
Set a specific date (e.g., May 31, 2026), and the table recalculates balances and aging as of that date.
Quickly identify overdue invoices and follow up on payments for the selected date. The aging cards (Current, 0-30 days, 31-60 days, 61-90 days and 90+ days) filter the list by how long invoices have been outstanding.
For example:
Invoice of $1,000 with an invoice date of January 1, 2026.
$500 paid on June 1, 2026.
If you look at today's date, you will see a balance of $500, but if you set the date to May 31, 2026, you will see a balance of $1,000.
Note: The status shown always reflects today's date. Invoices marked as paid are left out of this view unless you change the filters.
Export your data easily by clicking Export to generate:
Invoices: A list of invoices
Aging report: An accounts receivable aging report. The aging report will contain a list of your customers' unpaid invoices as well as how long they have been outstanding to help you better manage and understand your receivables.
Linked invoices & payments tab
The Linked invoices & payments tab simplifies reviewing and managing connections between payments from your Transactions page and your invoices.
Features include:
View linked invoices to review, edit, or unlink connections
Create new links to match payments with invoices
You can link between invoices and payments from this page, from the Transactions page, from opening a single invoice, or from the All view for bulk linking.
Once you enter the linking page, you can add single or multiple payments or invoices.
Settings tab
Customize your invoicing preferences under Settings:
Appearance: Add a logo for branding (PNG or JPG, up to 3MB), turn on Count numbering for automatic invoice numbers, and download an invoice template for consistency across all invoices.
Invoicer info: Manage default details for the invoice (i.e., your information), such as name and contact info. This will be included in each invoice.
Payment methods: Set up payment methods and choose your preferred payment method by selecting a default. This will be included in each invoice and will be visible to your customer.
Fulfillment: Choose when revenue and COGS are recorded, on the invoice date or the fulfillment date (see section 4).
2. Creating a B2B or wholesale invoice
To create a B2B invoice, head to Customers → Invoices and then click Create invoice.
Relevant fields to include in your invoice
Name: The default invoice number will be automatically populated based on your selected Settings. You can also edit this as needed.
Invoice date (required): Add the date the invoice is issued to your customer.
Payment terms: Select the relevant payment term period or add your own due date.
Due date (required): The due date will be automatically populated based on the payment terms, unless you enter the specific due date.
PO number: Click Add PO number to add your customer's purchase order number.
Customer (required): Enter customer name. Once you start typing, you can choose from the list of customers. You can also create a new customer or edit an existing one. The customer needs an email address for the invoice to save.
P&L category (required): Once you've selected a customer, click Add category to choose the category the invoice income will be recorded in. Finaloop suggests the category you usually use for that customer.
Items (required): Click Add items and choose Inventory product to select one of the SKUs we synced from Shopify or Amazon or a previously added SKU. For Sales-Based or InventoryIQ users, selecting an inventory product records the COGS automatically (on the date set in Settings → Fulfillment). You can also choose One time item to add a unique item for this specific invoice. Note that no COGS will be automatically created for a one time item. Enter the amounts of the units and click Save.
Discounts: You can add a discount per item or a general discount that applies to the whole invoice.
Discount per item:
To add a discount per item, click on the unit price for the specific item you want to apply a discount to.
Toggle on Discount per item.
Select $ Amount to enter a fixed discount amount or select % Percentage to apply a percentage discount, then enter the Discount value. You can also add a description that will be visible to your customer.
Click Save.
You can also change the item price before the discount is applied.
General discount:
Click Add general discount.
Select $ Amount to enter a fixed discount amount or select % Percentage to apply a percentage discount.
Click Save.
① Discount per item, ② $ Amount or % Percentage.
Shipping: Click Add shipping to add a shipping amount. You can also add a discount here.
Tax: Choose the tax type (Sales tax, VAT or GST) and enter the tax amount.
Payment methods (required): The default payment method you set in your Settings page will be shown. You can also edit or add an additional method.
Invoicer info (required): This info will be automatically populated based on the preferences set in your Settings page.
When finished, click:
Save as draft: No impact to your books
Save: Save to your books to record the sale and create an open invoice
Save and send: To save to your books and send it to your customer. You can add more recipients under Recipients (cc).
Save and close: To save to your books and go back to the All view
You can always come back and edit the invoice and perform necessary actions such as linking to a payment, mark as uncollectible, void, or delete. Invoices synced from another platform (for example Stripe, PayPal, QuickBooks, SPS Commerce or Crstl) are edited at their source, not in Finaloop.
3. Linking an invoice to a payment
Properly linking payments to invoices keeps each invoice's status and balance due accurate. Here's how to do it:
Note: Finaloop tracks what each customer owes you on Customer balances, so linking payments to invoices is optional. Linking helps when you want each invoice to show as paid.
Step 1: Find the invoice(s)
Go to the All or Unpaid view.
Search, filter, or scroll to find the invoice(s) you want to link.
Select one or multiple invoices, then click Actions and choose Link payment, or click into the invoice page.
Alternatively, you can also link payments to invoices on the Transactions page: click the transaction's category, then More actions → Link invoice (money in only). You can also open the customer in Customer balances and use the Link invoices tab.
Step 2: Add invoices and payments
On the linking screen, you'll find the invoice(s) you selected at the top of the screen.
Add invoice: View and select additional invoices.
Add payment: Choose the relevant money-in transaction(s) from your linked bank accounts and click Save.
Step 3: Adjust allocations
① Amount to allocate, ② Deductions / expenses, ③ Balance.
In Amount to allocate, enter the portion of the payment you want to allocate and split it between the relevant invoice(s). You can also enter the portion of the invoice you want to allocate and split it between the relevant payments.
Sometimes, a payment will not match an invoice amount due to specific expenses, discounts, deductions, or other fees applied. If applicable, you can add these under Deductions / expenses to close the remaining invoice balance(s).
Ensure the total allocated amounts match: the Balance must be $0.00.
Click Save to complete the process.
Check the updated statuses on the invoices page (Paid or Partially paid).
Access and edit links
View or manage payment links from each invoice page or the Linked invoices & payments tab. You can also access them from the Transactions page.
Unlink or edit links anytime if adjustments are needed.
4. Cash vs. accrual accounting: How invoices affect your books
The way invoices impact your books depends on whether you're using the cash or accrual accounting method.
Cash method
Income is recorded only when you receive payment from the customer, not when you create an invoice.
COGS (cost of goods sold) is recorded on the later of when the inventory is fulfilled (used or consumed) or when you pay for it.
Accrual method
Income is recognized when it's earned: creating and saving an invoice will increase both your sales and accounts receivable by the invoice amount.
When revenue and COGS are recorded
In Settings → Fulfillment, you choose the date Finaloop uses to record an invoice's revenue and COGS:
Invoice date (default): Revenue and COGS are recorded on the invoice date. Best if your fulfillment data is incomplete or unreliable.
Fulfillment date (recommended): Revenue and COGS are recorded on the date an invoice is marked as fulfilled.
If you have more than one source of invoices, you can set the method per source, and you can also set it per year.
Important: With Fulfillment date, invoices without a fulfillment date won't be recognized as revenue, and one time items that aren't in your inventory products list won't trigger COGS.
This ensures your books reflect accurate financials based on your accounting method.
FAQ
Can I add my logo to my invoices?
Yes. Go to Settings → Appearance and upload a PNG or JPG of up to 3MB.
How do I number my invoices automatically?
In Settings → Appearance, turn on Count numbering and set the number to start from.
Can I copy someone on the invoice email?
Yes. When you click Save and send, add their email under Recipients (cc).
Can I download a packing slip?
Yes. Open the invoice and click Download packing slip.
Can I remind a customer about an unpaid invoice?
Yes. Open the invoice and click Send payment reminder.
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Need help?
By using these features, you can maintain a clear and organized view of your B2B receivables, ensuring efficient cash flow and strong customer relationships.
If you have any other questions, just reach out to [email protected]!