PSA : Invoice Activity

Overview

In this article, you'll learn how to use the Invoice Activity feature in Keka PSA to track changes made to invoices. This helps maintain transparency, accountability, and a complete audit trail throughout the invoicing process.

Who Can Do This?

• PSA Admins
• Project managers with billing privileges
• Client Managers
• Finance Admins
• Global Admins with invoicing access
  

Pre-requisites

1. Invoice must already be created in the system
2. User must have permission to view or manage invoices

What Is This Feature?

The Invoice Activity feature provides a detailed change log for every invoice. It captures each update made to an invoice—who made the change, what was changed, and when it was changed.

Why Is This Feature Needed?

• Change History: View a timestamped log of all changes made to an invoice
• Detailed Revisions: See which fields were modified, including their previous and updated values
• User Accountability: Identify the user responsible for each modification, promoting internal transparency

Step-by-Step Instructions

Navigate to Invoice Activity

1. Go to the Projects section in the left navigation pane.
2. Click on the Finances tab.
3. Select the Invoices tab.
   
   
4. Open any invoice to view its details.
5. Click on the Invoice Activity tab.
   
   

Review Invoice Activity

1. View the timeline or table listing:
   • Date and Time of each change
   • User Name who made the change
   • Field Modified, with previous value and new value
2. Use this to monitor edits such as amount changes, status updates, billing adjustments, and more.

FAQs

Q: Can I restore a previous version of the invoice?
A: No. Invoice Activity is for tracking only and does not support version rollback.

Q: Does Invoice Activity show when an invoice was sent or downloaded?
A: No. It primarily captures content or status changes made to the invoice.

Q: Can all users view Invoice Activity?
A: Only users with permission to view/manage invoices can access activity logs.

Q: Are changes to credit notes also logged here?
A: No. Only invoice-level edits are tracked in this feature.