When you RUN BILLING and generate invoices, our system essentially converts them into PENDING INVOICES. Think of them as being in a "holding pattern" until you decide what action to take next. They are considered inactive and NOT visible to customers until they have been made active.
When you Run Billing, nothing will happen automatically - no invoices will actually get sent out until you tell the system to do so. So don't panic! This is a good thing!
You have the opportunity to ADD EXTRAS (extra work, extra billable items, add-ons, etc) into those Pending Invoices before you send them out. You have the option to bill extras separately, but to streamline your billing you can combine everything you need to bill for in one invoice.
For a refresher on RUN BILLING, check out this link! https://youtu.be/x6om6gs04bs?si=vODFxlW3tctXmerc
1) After you Run Billing, PENDING INVOICES are generated. Now you can ADD ALL EXTRAS to combine all of the items you want to bill your customer for into one Invoice!
2) Under FINISHING ACTIONS, you can choose to either SEND EMAILS, SEND DOUBLES (Email + Print), PRINT ALL, or MAIL MY INVOICES.
Check out this quick video to see it all in action! https://share.cleanshot.com/6qFkxqry
3) If you go to your RUN BILLING page and you see that there are already PENDING INVOICES waiting there, you CANNOT run a new billing cycle until those PENDING INVOICES have been sent out or deleted. 
4) The key here is to look at whether or not EXTRAS have been added to the PENDING INVOICES. If not, you're gold - just click on EDIT to delete the Pending Invoices to basically reset for a do-over. 
5) After you click EDIT, this pop-up window will open:
6) When you select DELETE ALL, the following warning will appear, and as long as you haven't added Extras to your Pending Invoices, you can delete all these without fear.
7) If you DID add EXTRAS to those Pending Invoices, then deletion will also delete all those Extras.
If you get stuck here, you've got two choices:
- One, you can go ahead and send the Pending Invoices that you've created.
- Two, you can delete the Pending Invoices, and then go back into those customer's accounts and re-create the Extras.
Worst case scenario, you can contact our awesome Customer Support team and we'll assist you in restoring those lost Extras!
All this to say, you can Run Billing and create Pending Invoices without worry of anything being sent out at that point. Once you've created Pending Invoices, you have options!
The moral of the story is to be sure you're ready to send those Pending Invoices after you've added Extras! Once you've added Extras to combine them with your Pending Invoices, there's no undoing that action.
Be sure to check out our other Help Pages and our YouTube Channel with over 100 videos and tutorials!
Here's the link: https://www.youtube.com/@Paythepoolman
If you have any other question or need further assistance you can reach out to our Support Team at support@paythepoolman.com or (951) 234 5166.
Office hours: Mon-Fri 8AM to 4PM EST| 5AM to 1PM PST
Have a nice day!