> ## Documentation Index
> Fetch the complete documentation index at: https://docs.elateuk.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Generating, Sending, and Managing Invoices in Elate
> Learn how to use the Reports tab to generate invoices from completed visits, then send and track them through to payment in the Invoices tab.
Elate's invoicing workflow is built around your visit records. You start on the Reports tab — which shows every support visit as a line item — select the completed visits you want to bill, and generate invoices in bulk. Those invoices then appear in the Invoices tab, where you can review, send, and track them through to payment. This page covers both parts of the process end to end.
## The Reports tab
The Reports tab is your starting point for invoicing. It displays all visit records in a line-by-line view, one row per visit, and gives you the tools to filter, correct, and act on that data before you create any invoices.
### Filtering visits
Use the filter bar at the top of the Reports page to narrow down which visits are shown. Filters can be combined for more targeted results.
| Filter | Options |
| -------------- | --------------------------------------------------- |
| **Date range** | Last 7 days, Last 30 days, This month, Custom range |
| **Status** | Completed, Pending, Overdue (and others) |
| **Carer** | One or more carers |
| **Client** | One or more clients |
| **Contract** | Active contracts assigned to visits |
### Pagination and sorting
* Choose how many entries appear per page: **10**, **25**, **50**, or **100**
* Sort the table by carer name, client name, date, hours, or billable amount by clicking any column header
### Editing visit durations
If a visit duration needs correcting before you invoice, you can update it directly in the Reports table without opening the full visit record.
Click on the **time field** in the relevant row to make it editable, update the duration (for example, change 1 hr to 1 hr 30 min), then click the **tick/checkmark** to save your change.
### Quick actions on selected visits
Tick the checkbox next to one or more visit rows to reveal the bulk action buttons:
* **Generate Invoice** — only available for visits with a **Completed** status
* **Complete** — marks selected visits as completed
* **Delete** — permanently removes selected visit records
### Quick view
Click the **view icon** in the **Actions** column of any row to open a quick-view panel where you can review and edit full visit details without leaving the Reports page.
### Contract column
The **Contract** column shows which contract a visit is assigned to. If a visit has no contract assigned, this column will be blank — make sure visits are linked to the correct contract before generating invoices.
### Exporting reports
Two export options appear at the top of the Reports page:
* **Export Current Page** — downloads a CSV containing only the rows currently visible (based on your active pagination setting)
* **Export All Data** — downloads a CSV containing all records that match your active filters, regardless of pagination
Apply your filters before exporting so that the CSV reflects exactly the data set you need — for example, all completed visits for a specific client this month.
***
## Creating invoices from completed visits
Once you've reviewed and corrected your visit data, follow these steps to generate invoices in bulk.
On the Reports tab, set the **Status** filter to **Completed**. Apply any additional filters (date range, client, contract) to scope the visits you want to bill.
Tick the checkbox next to each visit you want to invoice. To select all visible rows at once, tick the checkbox in the table header row.
With at least one visit selected, click the **Generate Invoice** button that appears in the bulk actions bar. This opens the invoice review panel.
Elate groups the selected visits by client and shows you a summary before any invoice is created. Review:
* **Total hours** across all selected visits
* **Total amount** based on the contract rates applied
* **Number of invoices** to be generated (one per client)
Choose a **Due Date** for the invoices. This defaults to **30 days** from today — adjust it if your billing terms differ.
Enter any additional notes to appear on the invoice, such as a reference number or a message for the recipient.
Click **Generate** to create the invoices. They immediately appear in the **Invoices** tab with a status of **Draft**.
Generate Invoice is only available when the selected visits have a **Completed** status. If the button is greyed out, check that all selected visits are completed and that they are assigned to a contract with defined rates.
***
## Managing invoices in the Invoices tab
The Invoices tab lists all invoices your organisation has generated. Each invoice moves through a defined status flow as you process it.
### Invoice status flow
| Status | When it applies |
| -------------------- | ----------------------------------------------------------------------- |
| **Draft** | Immediately after the invoice is generated — not yet sent to the client |
| **Awaiting Payment** | After the invoice has been sent to the client by email |
| **Paid** | After you have marked the invoice as paid |
### Viewing an invoice
Click the **invoice number** in the list to open the full invoice details, including line items, hours, amounts, and any notes you added during generation.
### Sending an invoice by email
Click the invoice number to open it, then select the **Send** option.
Elate pre-fills the recipient email address from the **contract** linked to that client. You can edit this address before sending if needed.
Click **Send**. The client receives an email with the invoice as a **PDF attachment**. The invoice status updates to **Awaiting Payment**.
### Other invoice actions
From the Invoices tab, you can take the following actions on any invoice:
* **Mark as Paid** — updates the invoice status to Paid
* **Download PDF** — saves a copy of the invoice to your device
* **Delete** — permanently removes the invoice
Before marking an invoice as paid, confirm that any expenses or mileage linked to the visits have been reviewed. Once an invoice is marked as paid, it serves as your record of what was billed. See [Expenses & Mileage](/finance/expenses-mileage) for details.