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.
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.
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. If you choose Request payment 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.
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.
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.
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.
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.
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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