> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Review Portal Invoices

> Understand how clients view invoices in the customer portal and how your operations team manages the invoicing workflow.

This guide covers the client invoice experience in the customer portal and how your operations team creates and manages invoices that clients can access.

<Info>
  **Who should read this:** Operations managers, dispatchers, and accounting staff who handle client
  billing. Also useful for admins configuring invoice visibility in the portal.

  **Prerequisites:** The customer portal must be enabled with invoice viewing turned on.
</Info>

## How clients see invoices

When invoice visibility is enabled in portal settings, clients can:

* View a list of all invoices associated with their trips.
* Open individual invoices to see line-item details.
* Download invoice PDFs for their records.
* See payment status (pending, paid, overdue) at a glance.

Clients **cannot** edit invoices, make payments through the portal, or dispute charges directly. Payment is handled through your existing billing processes.

## Invoice lifecycle

| Stage                | Operations Action                     | Client Portal View                        |
| -------------------- | ------------------------------------- | ----------------------------------------- |
| **Trip completed**   | Trip status changes to Completed.     | No invoice visible yet.                   |
| **Invoice created**  | Staff creates invoice from trip data. | Invoice appears in client's Invoices tab. |
| **Invoice sent**     | Staff marks invoice as sent.          | Client receives email notification.       |
| **Payment received** | Staff records payment.                | Status changes to **Paid**.               |
| **Overdue**          | Auto-flagged after due date.          | Status shows **Overdue** in red.          |

## Create an invoice for a portal client

<Steps>
  ### Navigate to the trip

  Open the completed trip that needs invoicing from **Operations > Trips**.

  ### Generate the invoice

  On the trip detail page, click **Create Invoice**. The invoice form is pre-filled with:

  * Trip route and dates
  * Cost estimate line items (fuel, landing fees, handling, crew, catering)
  * Client name and company from the trip record

  ### Review and adjust

  Verify each line item. Add or remove charges as needed. Common adjustments include:

  * Actual fuel costs (vs. estimated)
  * Additional handling fees
  * Catering final charges
  * Overnight crew expenses

  ### Save and publish

  Click **Save** to create the invoice. To make it visible in the client's portal, click **Publish to Portal**. The client receives an email notification that a new invoice is available.
</Steps>

## Manage invoice visibility

By default, published invoices are visible to the client associated with the trip. To control visibility:

* **Published** invoices appear in the client's portal.
* **Draft** invoices are only visible to your internal team.
* **Archived** invoices are hidden from the client's active view but remain accessible if they search past invoices.

## Track payment status

Update payment status from the invoice detail page:

1. Open the invoice from **Operations > Accounting** or from the trip detail page.
2. Click **Record Payment** and enter the payment date, amount, and method.
3. The portal automatically updates to show the **Paid** status.

<Tip>
  If you use an accounting integration (QuickBooks, Stripe), payment status can sync automatically.
  See [Set Up Integrations](/en/how-to/admin/set-up-integrations) for configuration details.
</Tip>

## Related

<CardGroup cols={2}>
  <Card title="Handle Accounting" href="/en/how-to/ops/handle-accounting">
    Full accounting workflow for operations.
  </Card>

  <Card title="Manage Charter Requests" href="/en/how-to/portal/manage-charter-requests">
    Process trip requests that lead to invoicing.
  </Card>

  <Card title="Set Up Integrations" href="/en/how-to/admin/set-up-integrations">
    Connect accounting software for payment sync.
  </Card>
</CardGroup>