# Invoice field reference guide

## **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**     | <p>The contact or organization responsible for paying the invoice (e.g., a plan manager or funding body). </p><p>If completed, all invoice communications and payments will be directed to this contact instead of the client.</p>                                                                                    |
| **Practitioner**   | <p>The practitioner providing the service. </p><p>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. </p><p></p><p>This ensures accurate practitioner attribution for compliance and reporting purposes.</p> |
| **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**  | <p>Displays any appointments, activities, or events linked to the invoice. </p><p>Multiple events can be linked to a single invoice.</p>                                                                                                                                                                              |
| **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** | <p>Marks the invoice as <strong>Open</strong> and ready for payment. </p><p>You can email the invoice to the client or contact, and if online payments are enabled, a payment link will automatically be included.<br><br>If you choose <strong>Request payment</strong> but leave the email option unticked, you can record or apply payment later using various options such as existing payments, manual payment methods, new payments etc.</p> |
| **Apply payment**   | <p>Lets you mark the invoice as <strong>Paid</strong>. </p><p>Choose the payment method (e.g., cash, EFT, bank transfer).</p>                                                                                                                                                                                                                                                                                                                      |
| **Create payment**  | <p>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. </p><p>No charge is processed until the invoice is finalized.</p>                                                                                                                                                                                                                                           |

### **Additional Options**

These fields allow you to customize the appearance and content of your invoice before finalizing it.

| Field                | Definition                                                                                                                                                                                            |
| -------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Invoice template** | <p>The layout and settings applied to the invoice, including display options such as logo, NDIS number, and formatting. </p><p>Templates are managed under <em>Settings → Invoice templates</em>.</p> |
| **Memo**             | <p>Optional text that appears above line items. Commonly used for short notes or payment terms. </p><p>A default memo can be set in your invoice template.</p>                                        |
| **Footer**           | <p>Optional text that appears below line items, often used for payment details, disclaimers, or thank-you messages. </p><p>A default footer can be set in your invoice template.</p>                  |

### **PDF Preview**

The PDF preview lets you review how your invoice will appear to clients or contacts before sending.

| Field           | Definition                                                                                                                                                                                                                                                                             |
| --------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **PDF Preview** | <p>Displays a live preview of your invoice. </p><p></p><p><strong>Note:</strong> <em>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.</em></p> |

***

## **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.


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