Assign Halo Invoice

This pop-up window lets you manually link a client to an invoice that already exists in Halo, instead of generating a new invoice. Use it when you want pending billing charges to be added to an invoice that is already open in Halo, rather than creating an additional invoice for that client.

When to use this screen

This window opens from the main billing screen (Ready to Invoice) when you click the "Assign Invoice" option for a client. It appears in two situations:

• The client has manual working invoice assignment enabled (instead of automatic recurring billing).
• You previously chose to link that client to a specific Halo invoice (global assignment canceled) and you want to change or confirm it.

Before you can open this window, the client must be mapped to a Halo company. If the client is not yet linked to Halo, the system will show a warning and will not let you continue.

What it shows

At the top of the window you see a read-only field with the name of the Halo company the client belongs to, so you can confirm you're working on the correct client.

Below it, a table titled "Available Invoices" lists the existing invoices in Halo for that company, with the following columns:

You can sort any column by clicking its header, and filter the results by typing directly into the table's filter bar.

Available actions

• Assign button (on each table row): links the invoice from that row to the client. When you click it, the window closes automatically and the system saves that invoice as the client's "working invoice" for the next charge submissions. ⚠️ This action replaces any invoice previously assigned to that client; charges you send to Halo from that point on will be added to the selected invoice.
• Close icon (X, top right corner): closes the window without assigning any invoice. No changes are saved.

Step-by-step flow

1. On the main billing screen, locate the client you want to assign an invoice to and select the "Assign Invoice" option.
2. If the client is not yet linked to a Halo company, the system will warn you and you'll need to map the client first before continuing.
3. The "Assign Halo Invoice" window opens, showing the Halo company name and the list of invoices available for that client.
4. Review the list and locate the correct invoice. You can use the table filter or sort by number or date to find it faster.
5. Click the "Assign" button on the corresponding row.
6. The window closes and the main screen updates to show the assigned invoice for that client.

Common errors and how to resolve them

• "Map the client before attempting to assign a working invoice.": appears if you try to assign an invoice to a client that is not yet linked to a Halo company. You must first map the client to their Halo company (from the corresponding mapping option) before you can assign an invoice.
• Error message when saving the assignment: if a problem occurs while saving the selected invoice (for example, a communication failure with the server), the window will display an error message with details of the problem. Try the assignment again; if the error persists, contact support with the exact message shown.
• No invoices appear in the list: if the "Available Invoices" table is empty, it means there are no open invoices for that company in Halo. Check in Halo whether an invoice is available or create a new invoice there before trying to assign it.

Related screens

• Invoices ready to send
• View Halo invoice
• Assign recurring billing
• Bulk mapping of recurring invoices