---
title: "Understanding the Invoicing Assistant"
slug: "understanding-the-invoicing-assistant"
updated: 2026-08-06T20:14:25Z
published: 2026-08-06T20:14:25Z
canonical: "guide.youraspire.com/understanding-the-invoicing-assistant"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Understanding the Invoicing Assistant

## Overview

The Invoicing Assistant is your go-to tool for managing every opportunity and ticket that needs an invoice. Instead of manually tracking who owes what, the Invoicing Assistant gathers all billable items in one place and flags potential problems before you generate an invoice. The Invoicing Assistant is the first tab in the **Invoicing** module.

Think of it as your personal helper for invoicing. It shows you what is ready to bill, what still needs attention, and even lets you look ahead (or back to) a specific date to see exactly what can be billed.

Items represented on this screen aren’t invoices. Instead, each line represents a recommendation from which you can create invoice batches. Watch the video below for an in-depth overview of what the Invoice Assistant is and how it works, or keep reading to learn more!

![The Invoicing Assistant tab displaying various job statuses and invoice details.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/invoicing-invoicing assistant.jpg?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D)

## Training Video

[603 Invoicing- Invoicing Assistant Video](https://fast.wistia.net/embed/iframe/jml3l1aabr?web_component=true&seo=true&videoFoam=false)

## Things to know

- Use the quick filters below the search bar to filter by date, properties, branches, invoice types, and invoice timing.
- The **Complete Date** only appears for per service invoice types. For all other invoice types, the **Complete Date** column is blank.
- The Invoicing Assistant only displays items that meet the criteria of your selected filters and date. If you don't see an expected item, adjust your quick filters or the **Calendar date** field.
- Fixed price open billing invoices don't display checkboxes. Select the row to review and invoice them individually.
- Status colors indicate whether a line item is ready to invoice or requires action first. Select the info icon next to **Status** for a full list of definitions.

## Requirements

- To access **Bulk Actions** in the Invoicing Assistant to generate invoices, you need *Create Invoice* added to your user role.
- To access to the **Invoicing Assistant**, **Invoice Batches**, **Invoices**, and **Log Event** tabs in the Invoicing module, you need *View Invoice* added to your user role.
- To complete batches after you generate them, you need *Edit Invoice* added to your user role.

## Creating Invoice Batches

Rows that are **Ready**, **Future Invoice**, or **Overdue** and whose invoice type is **Fixed Price Open Billing** can be invoiced by selecting the row.

For other invoice types, invoices that are **Ready** or **Overdue** have a checkbox in front of them. Selecting the checkbox, and choosing the **Generate Invoice** option from the **Bulk Actions** menu creates an invoice batch for the selected invoices.

## Steps

The following steps walk you through the full invoicing workflow, from opening the Invoicing Assistant and narrowing your list with filters, to reviewing statuses, customizing your view, and generating a batch of invoices. Each section builds on the last, so by the end, you'll have a repeatable process for getting invoices out the door!

### Open the Invoicing Assistant

1. In the navigation bar, select the **Invoicing** module.
2. The *Invoicing Assistant* screen displays by default.

### Filter your list with quick filters

Quick filters sit along the top of the *Invoicing Assistant* screen. They help you narrow down your list without opening the full filter panel.

- Select the **Properties** quick filter to limit results to one or more properties.
- Select the **Branches** quick filter to show only items assigned to a specific branch.
- Select the **Invoice Types** quick filter to focus on a specific invoice type.
  - For example, if you’re ready to send out all your contract fixed payment invoices, select that type here to isolate those items.
- Select the **Invoice Timing** quick tiler to filter by payment schedule timing: first, middle, or last of the month.

> [!NOTE]
> **Note**
> 
> The **Invoice Timing** quick filter applies only to fixed payment contract invoices. The timing value comes from the payment schedule set up within the opportunity.

![Invoicing Assistant highlighting the filterable fields to organize this view by properties, branches, and invoice type, and timing options.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2026-03-24_10-34-34.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D)

### Set the As of Date

The **As of Date** field sits to the left of the quick filters, next to the calendar icon. It controls which items display in the Invoicing Assistant based on a point in time.

- Select the calendar icon next to the **As of Date** field.
- Choose a date in the past or future.

The Invoicing Assistant refreshes and displays items as of that selected date.

**When you'd use this:** Imagine it's August 30 and you need to create September invoices for your fixed payment contracts. Set the **As of Date** to a date in September, such as September 1. The list now shows only September fixed payment invoices, so you can batch and generate them ahead of time.

Here's how the **As of Date** affects different invoice types:

- **Fixed payment contract invoices** display based on the month of your selected date.
- **Time and materials on completion tickets** display when the **As of Date** is equal to or later than the ticket's completed date.
- **Per service tickets** display when the completed dates of the services fall on or before the **As of Date**. For example, say you have four mowing tickets completed throughout the month that you'd like to invoice together. Set the **As of Date** to the last day of the month, and all four display in your list, ready to batch.

![Invoicing Assistant highlighting the as of date to filter view of billable invoices.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2026-03-24_10-34-34 copy.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D)

### Review the Status column

The **Status** column tells you whether a line item is ready to invoice or needs attention first. Since Aspire's workflow moves from opportunities down to invoicing, some items may arrive with missing details.

1. Review the color of each line item's status.
  - Color-coded statuses indicate an action is required for example, missing payment terms on the opportunity.
  - Other statuses confirm the item is ready to invoice.
2. Select the info icon next to the **Status** column header to view all status definitions.

> [!TIP]
> **Tip**
> 
> Select the **Status** column header to sort or group items by status. This is especially helpful when you need to resolve a batch of the same error type all at once.

#### Invoice recommendation statuses

The following table explains the different status values that can display on invoice recommendations within the Invoicing Assistant. Clicking on a recommendation for which intervention is required (**Address Required**, **Terms Required**, or **Tax Jurisdiction Missing**) directs you to the screen on which the necessary information can be provided.

| **Status** | **Description** | **Selecting the row directs to...** |
| --- | --- | --- |
| ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1636659195976.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D) | Ready to be invoiced | For rows with invoice type of Fixed Price Open Billing, goes to the *Invoice Open Billing* screen. For others, goes nowhere. |
| ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1636659223493.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D) | Ready to be invoiced and overdue | For rows with invoice type of Fixed Price Open Billing, goes to the *Invoice Open Billing* screen. For others, goes nowhere. |
| ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1636659245315.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D) | Can be invoiced (applies to Fixed Price Open Billing and Fixed Payment invoice types) | Goes to the *Invoice Open Billing* screen. |
| ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1636659272793.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D) | More work must be done before this can be invoiced (only applies to Fixed Price on Payment Schedule work orders) | Nowhere - cannot yet be invoiced. |
| ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1636659290957.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D) | A billing address must be provided for the opportunity | *Opportunity Invoice* screen to enter the payment address. |
| ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1636659344085.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D) | Billing terms must be provided on the property | Property to add payment terms. |
| ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1636663308405.png?sv=2026-02-06&spr=https&st=2026-10-27T06%3A24%3A11Z&se=2026-10-27T07%3A24%3A11Z&sr=c&sp=r&sig=JaZFfrDg5Y3pSpF4kbwVgFqI%2FoWqHDJnhNk2s2NWmRE%3D) | Tax jurisdiction must be specified on the property | Property to add tax jurisdiction. |

### Customize your list view

You can rearrange and refine what you see in the Invoicing Assistant to match how your company handles billing. These recommendations appear in a list, which you can filter, sort, and group like other [lists in Aspire](/user-guide/docs/organizing-your-lists).

1. Use the search bar at the top of the list to find a specific opportunity, property, or company.
2. To the right of the search bar, select the **Filter**, **Display**, **Sort**, or **Group** options to further organize your list.
3. Once happy with your view, select the **three-dot icon** on the far right of the toolbar, then select **Save As** to save the view to your favorites.

**Example of grouping by company:** You want to send grouped invoices per company instead of per property. Select **Display** and add **Company** as a visible column. Then drag the **Company** column header to the left side of the list. Your potential invoices now group by company, making it easy to batch them together.

### Generate invoices

Once your list is filtered, reviewed, and organized, you're ready to create a batch.

1. Select the checkbox to the left of each line item you want to include in the batch.
  1. Line items without a checkbox are missing requiring information. Resolve the status error first, then return to select them.
  2. Fixed price open billing invoices don't display checkboxes. Select the row to open it and choose how much of the total to invoice at a time
2. Select **Bulk Actions** in the upper-right corner of the screen.
3. Select **Generate Invoice**.

For more details on generating invoice batches, read our [Using an Invoice Batch](https://guide.youraspire.com/docs/using-an-invoice-batch) article. Your invoices are now batched and ready for the next step in your workflow.

## Troubleshooting and tips

- **Build a routine around invoice types.** Based on your company's operations, develop a regular process for when and how you handle each invoice type. For example, run fixed payment batches at the start of each month and per service batches at the end.
- **Use quick filters first.** Before adjusting the full filter panel, try the quick filters. They cover the most common ways to slice your invoicing list — by property, branch, invoice type, and timing.
- **Pay attention to statuses.** The Status column is your early warning system. Addressing errors before invoicing saves time and prevents billing delays down the line.
- **Save your favorite views.** If you regularly invoice the same way (for example, grouped by company with a specific branch filter), save that view so you don't have to rebuild it each time.

## Expected results

After you select **Generate Invoice**, Aspire batches the selected line items into an invoice batch. The batch moves to the **Invoice Batches** tab within the Invoicing module, where you can review, complete, and send the invoices.