How to Download and Manage Your Invoices
1. Accessing Your Invoice Center
All billing documents, receipts, and payment history are centralized in the Invoice Center. To access it:
Log in to your Admin workspace
Navigate to app.admin.io and sign in with your admin credentials.
Open Settings & Billing
Click your profile avatar in the top-right corner, then select Settings â Billing & Invoices.
2. Downloading Individual Invoices
Once in the Invoice Center, you'll see a chronological list of all issued invoices. Each row displays the invoice number, date, amount, status, and download options.
- Click the Download (âŦī¸) icon next to any invoice.
- Select your preferred format: PDF (recommended for records) or CSV (for spreadsheet import).
- The file will automatically save to your default downloads folder.
3. Managing & Organizing Records
Filtering & Searching
Use the toolbar above the invoice table to quickly locate documents:
- Date Range: Filter by month, quarter, or custom period.
- Status: Paid, Pending, Overdue, or Voided.
- Search: Type an invoice number or customer name to instantly filter results.
Adding Notes & Tags
Open any invoice details and click "Add Note" to attach internal references (e.g., PO numbers, project codes). Notes are stored securely and appear on the invoice details page.
4. Bulk Export & Accounting Integration
Need to reconcile with QuickBooks, Xero, or Excel?
- Click the Export button in the top-right corner of the Invoice Center.
- Choose Select Date Range or Export All.
- Format options: CSV, XLSX, or JSON API payload.
- For accounting software, use the pre-formatted "Accounting Ready" template which maps columns to standard GL fields.
5. Troubleshooting Common Issues
- "Access Denied" error: You may not have Billing Admin permissions. Contact your workspace owner to grant access.
- PDF won't open: Try downloading with a different browser or ensure your PDF reader supports standard security signatures.
- Invoice shows as "Pending" after payment: Bank processing can take 24-48 hours. Status updates automatically once funds clear.
- Duplicate invoice numbers: Admin enforces strict sequential numbering. If you see duplicates, contact support immediately for an audit.
6. Frequently Asked Questions
Yes. Admin retains all billing records for 7 years by default. You can export historical data using the date range filter, and files remain available for download indefinitely.
Absolutely. All Admin invoices are digitally signed, cryptographically hashed, and compliant with IRS, HMRC, and EU e-invoicing directives. They hold the same legal weight as paper copies.
Go to Settings â Billing â Notification Preferences. You can add multiple recipients, set up automatic monthly statements, or route invoices to a dedicated accounting email.