Invoice Activity Log
Complete Visibility Into Every Invoice Change
Invoices are critical financial documents. When something changes—an amount, a status, a payment—you need to know who did it, when they did it, and what exactly was modified. The new Invoice Activity Log gives you complete visibility into every change made to your invoices, creating an automatic audit trail that's always available when you need it.
No more wondering "who updated this invoice?" or "when was that payment recorded?" Every modification is tracked automatically, with no extra steps required from your team.
What Gets Tracked
The Activity Log captures every meaningful change to your invoices:
Status Changes
- Draft → Sent
- Sent → Closed
- Any status transition including cancellations
- See exactly when invoices moved through your billing workflow
Payment Activity
- New payments recorded against invoices
- Payment amounts and dates
- Payment updates or corrections
- Payment deletions (with full audit trail)
Field Modifications
- Amount changes (with old and new values)
- Issue date and due date adjustments
- Notes and description edits
- Discount and tax modifications
- Invoice number changes
Line Item Changes
- Items added to invoices
- Items removed from invoices
- Item modifications (name, quantity, price, rate)
- Full detail on what changed in each line item
Smart Change Grouping
When you update an invoice—changing the total, adjusting a few line items, updating the due date—these related changes are intelligently grouped together in the Activity Log. Instead of seeing 10 separate entries for one edit session, you see a single organized entry that summarizes what happened.
Click "Show details" to expand any grouped entry and see the individual changes within it. This gives you both the quick overview and the detailed breakdown, depending on what you need.
User Attribution
Every change shows exactly who made it:
- Team member name clearly displayed
- Timestamp down to the minute
- "System" attribution for automated changes
Perfect for teams where multiple people work on invoices, or when you need to follow up on a specific change.
Timeline View
The Activity Log displays as a clean timeline on each invoice's detail page:
- Most recent changes at the top
- Color-coded indicators (green for created, blue for updated, red for deleted)
- Expandable entries for detailed information
- "Show All" option for invoices with extensive history
Scroll down on any invoice to see its complete history at a glance.
Invoice Editing Controls
Alongside the Activity Log, new Company Settings let you control when invoices can be edited:
Prevent Editing Sent Invoices
Once an invoice is sent to a client, should it be editable? For many businesses, the answer is no—sent invoices are financial records that shouldn't change.
Enable "Prevent Editing Client Invoices in SENT Status" to lock invoices after they're sent. The invoice can still be cancelled or closed, but the financial details are preserved exactly as they were delivered to the client.
Separate Controls for Team Invoices
Team invoices (from contractors or team members) can have different rules than client invoices. Enable or disable editing restrictions independently for each invoice type.
Settings Location
Find these controls in Settings → Company Settings → Invoice Settings. Both options default to OFF (editing allowed), so your existing workflow isn't disrupted until you choose to enable them.
Common Use Cases
Financial Audits
When auditors ask "who approved this invoice change?", you have the answer instantly. The Activity Log provides the documentation trail that audits require, automatically maintained without any manual record-keeping.
Dispute Resolution
Client questioning an invoice amount? Team member unsure if a payment was recorded? Check the Activity Log to see exactly what happened and when. Resolve disputes quickly with clear evidence.
Team Accountability
Know who's working on what. See which team members are updating invoices, recording payments, or making adjustments. Useful for training, performance review, or simply understanding your team's workflow.
Compliance Requirements
Many industries require audit trails for financial documents. The Activity Log helps meet these requirements automatically, with no additional process overhead for your team.
Quality Control
Catch mistakes quickly by reviewing recent changes. If an invoice amount looks wrong, check the Activity Log to see what was changed and revert if needed.
Works for Both Invoice Types
The Activity Log is available on both:
- Client Invoices - Invoices you send to your clients
- Team Invoices - Invoices from contractors or team members
Same comprehensive tracking, same timeline view, same peace of mind for all your financial documents.
Automatic and Always On
There's nothing to enable, configure, or remember. Every invoice change is tracked automatically from now on. Your existing invoices will show activity from this point forward, building up history as they're updated.
The Activity Log is simply there when you need it—a complete, reliable record of every change to every invoice.