Invoice field reference guide
Learn more about what each invoice field and status means in Caspen.
Overview
This guide includes:
- Invoice field reference guide – Definitions for each field and section in an invoice.
- Invoice statuses – What each invoice status means and when it applies.
- Payment statuses – How Caspen tracks payments and their current state.
Invoice field reference guide
The following table outlines each key field that appears when creating or editing an invoice, along with what it’s used for.
| Field | Definition |
|---|---|
| Client | The person being invoiced. You can select an existing client or add a new one. A client must always be linked to an invoice. |
| Invoice to | The contact or organization responsible for paying the invoice (e.g., a plan manager or funding body). If completed, all invoice communications and payments will be directed to this contact instead of the client. |
| Practitioner | The practitioner providing the service. This is auto-filled if the invoice is created from an appointment but can be selected manually if creating an invoice that is not linked to an appointment. This ensures accurate practitioner attribution for compliance and reporting purposes. |
| Location | The business location associated with the invoice. This determines the logo and location details shown on the final invoice. |
| Issue date | The date the invoice is generated or sent. |
| Due date | The date payment is expected. Automatically calculated based on your invoice preferences but can be adjusted manually. |
| Linked events | Displays any appointments, activities, or events linked to the invoice. Multiple events can be linked to a single invoice. |
| Invoice number | The unique identifier assigned to the invoice. Numbers follow your configured invoice numbering sequence (see Set up invoice preferences). |
Payment Section
These options determine how payments are recorded or requested when finalizing an invoice.
| Field | Definition |
|---|---|
| Request payment | Marks the invoice as Open and ready for payment. You can email the invoice to the client or contact, and if online payments are enabled, a payment link will automatically be included. |
| Apply payment | Lets you mark the invoice as Paid. Choose the payment method (e.g., cash, EFT, bank transfer). |
| Create payment | Allows you to charge a card directly using Stripe. You can enter card details manually or use a saved card on the client’s profile. No charge is processed until the invoice is finalized. |
Additional Options
These fields allow you to customize the appearance and content of your invoice before finalizing it.
| Field | Definition |
|---|---|
| Invoice template | The layout and settings applied to the invoice, including display options such as logo, NDIS number, and formatting. Templates are managed under Settings → Invoice templates. |
| Memo | Optional text that appears above line items. Commonly used for short notes or payment terms. A default memo can be set in your invoice template. |
| Footer | Optional text that appears below line items, often used for payment details, disclaimers, or thank-you messages. A default footer can be set in your invoice template. |
PDF Preview
The PDF preview lets you review how your invoice will appear to clients or contacts before sending.
| Field | Definition |
|---|---|
| PDF Preview | Displays a live preview of your invoice. Note: If the invoice spans multiple pages, only the first page will appear in the preview, but the final PDF you can download after finalizing will include all pages with correct formatting. |
Invoice statuses
Invoice statuses reflect where an invoice is in its lifecycle, from draft creation to finalization and completion.
| Field | Description |
|---|---|
| Draft | The invoice has been created but not finalized. It can still be edited or deleted. |
| Open | The invoice has been finalized and is awaiting payment. It remains Open until the full balance is paid. |
| Partially paid | The invoice has been partially paid. A remaining balance is still due. |
| Paid | Payment has been received in full. |
| Voided | The invoice has been canceled and is no longer active. |
| Overdue | The due date has passed and payment has not been received. |
Payment statuses
Payment statuses show the current state of any payments applied to an invoice.
| Field | Description |
|---|---|
| Paid | Payment has been received in full. |
| Partial refund | A portion of the payment has been refunded. |
| Refunded | The entire payment has been refunded. |
| Void | The payment has been voided and no longer applies. |
If you need more detail on any part of invoicing in Caspen, our support team is always here to help.