The invoice history

Open any invoice and scroll to History. It’s a plain, time-ordered list of every money event on that invoice: the invoice going out, any credit you applied, each payment received, and any refund paid. Every line shows the date, what happened, the amount, and a running balance so you can watch what’s owed move toward zero.

Each entry links to the document behind it. A credit line links to the credit note, so you can follow the money without rebuilding it in a spreadsheet.

Amount due that accounts for everything

Amount due is the invoice total minus the credits you applied minus the cash you actually received. It counts both, so neither one goes missing.

That matters when an invoice has been credited and then paid down. Say you bill $1,000, apply a $100 credit, and the client pays the remaining $900. The amount due reads $0, because it counted both the credit and the payment. You won’t see a stale $900 sitting there because a credit was ignored, or a leftover $100 because a payment was.

Net position and refunds

When you issue a credit note against an invoice that’s already paid, the credit becomes a refund. The history shows it as money owed to the customer and then paid back out, and the invoice’s net position reflects it. So if you billed $1,000, collected it, then refunded $200, the net position shows you’re square with the client and $200 went back out.

For an unpaid invoice, a credit reduces what the client owes instead. Either way, the history records exactly what happened, and Wrenbase never moves the cash for a refund on your behalf. You send that yourself, the way you normally pay.

When an invoice needs review

Every invoice should add up to the cent. When one doesn’t, usually because a payment is missing or something got counted twice, the invoice flags itself with a needs review note instead of showing a tidy balance that happens to be wrong.

The flag shows the raw numbers as they stand rather than hiding the gap. It’s there so you catch a discrepancy before your accountant does. If you see it, check the history for a payment that didn’t get recorded, or a duplicate, and reach out if you need a hand squaring it up.

What this covers

The money history and reconciliation apply to invoices you create in Wrenbase, where each payment, credit, and refund gets recorded as it happens. Invoices you import from elsewhere come in with their status but not their payment history, so they stay outside this until Wrenbase can bring imported payment records along too.