When you move to Mucka we bring your old invoices with you. They sit in their own list, separate from the invoices you raise here, so you can look back at what you charged without them muddling up your Mucka figures.
Where to find them
Open Invoices. If your account has history, you'll see a link in the toolbar telling you how many invoices came across, something like 3,790 from before Mucka. Tap it. On a phone with the new look, it's a row at the bottom of the Invoices list.
If you don't see that link, there's no history on your account. That's normal if you started fresh rather than moving from another system.
You'll also find a customer's old invoices on their own record. Open the customer and look under Paperwork, where they're listed under Invoices from before Mucka, newest first. Seeing all of them from there opens the history with just that customer's invoices; on a phone with the new look, their name sits at the top on a chip, and tapping it shows everyone again.
On a phone with the new look
The page opens with how many invoices came across, what they came to and the years they cover, with a bar showing how many were paid, how many were unpaid when they came across, and how many were cancelled, drafts or in your books. Under that, the invoices are grouped by year, newest first. The first 50 show straight away: tap Show 50 more at the bottom for the next 50.
Look something up
The search box takes an invoice number, the customer's name, or a few words from the description. So if a customer rings up asking about invoice 7666, or you want to see what you charged the last time you did a landlord safety check at a particular address, type it in and Mucka finds it.
The list shows the invoice number, who it was for, the date, the total and whether it was paid. Tap any row to open the full invoice. On a phone with the new look it opens as a page of its own, and Back takes you to the list.
If the same invoice came across twice, once from your old system and once from your accounts package, it shows once, with the answer your accounts package gives on whether it was paid.
What's on the record
Opening an invoice shows you what the document said at the time:
- The customer and the invoice date
- Every line you charged for, with quantities and prices
- Subtotal, VAT and total
- Any payments recorded against it
- The engineer's notes from the job, where your old system kept them
- Any credit notes raised against it, and what that leaves
- A link through to the Mucka job it was raised against, where we could match one up
Print one, or save it as a PDF
Open the invoice and tap Print or save as PDF at the bottom (on a phone with the new look, it's the orange button at the foot of the page). It comes out on your own letterhead, with your bank details, exactly like an invoice you raised in Mucka, so you can post it or email it to the customer yourself.
Paid, unpaid, or "Check your books"
Each invoice says where it stands as far as we can tell:
- Paid or Unpaid — what your old system or your accounts package recorded.
- Unpaid in QuickBooks (or Xero) — the same invoice is in your connected accounts package as well, and that's where we take the answer from.
- Check your books — your old system sent this invoice to your accounts package and never recorded a payment against it itself. Plenty of businesses take their payments in the accounts package, so this doesn't mean it's unpaid. It means the answer's in your books rather than in Mucka.
It's a record, not a live invoice
This is the important bit. These invoices are read-only. You can't send them, edit them, chase them or record a payment against them, and they don't count towards your Mucka revenue or your VAT. They're there so you can look back.
If an old invoice is genuinely still unpaid and you want to chase it, raise a fresh invoice in Mucka for the outstanding amount.
One thing to know about FreeAgent
If your history came from FreeAgent or Sage, you'll see the totals but not the line-by-line breakdown, and the invoice says so. Invoices from Commusoft, Xero and QuickBooks come across with their full breakdown.