History and Email history

How to see who changed an invoice, estimate or crew invoice and when, what the warning before changing an issued document means, and how to check whether an email of an invoice was sent and delivered.

What it is for

Every invoice, estimate and crew invoice keeps a History: a list of plain sentences that say who did what, and when. It covers the document itself, its lines, its payments and its emails. FSMCore writes it by itself. Nobody can edit it or delete from it.

It is there so that nobody can say a document changed on its own. If a total is different from what the client has, the History shows who changed it, on what date, and from what amount to what amount.

The Email history is a separate list on the record page of an invoice or crew invoice. It shows each email of that document: when, to whom, by whom, and whether it was delivered.

Who can use it

You only ever see the History of your own company's documents.

Owners and admins can also open the books, so they see the same History there. See The books.

Open the History

From a list:

1. Open Sales, then Estimates or Invoices.
2. Open the ⋮ menu on the row.
3. Choose History.

From the Edit page: open the estimate or invoice for editing and press History in the buttons at the top.

A window opens, named after the document: History of Invoice INV-0004 or History of Estimate EST-0012. A draft shows (draft) in place of the number, also a draft crew invoice with a number typed on it: the title follows the status, not the number. Under the heading it says: "Every change, payment and email of this document, newest first. Read only." Press Close when you are done.

History is offered on a document in any status, a draft included.

For an invoice, the same list is also a section named History on the record page. You can fold that section shut and open it again. Estimates have no record page: use the ⋮ menu or the Edit page.

In the books, accountants open Client invoices or Crew invoices, then the ⋮ menu on a row, then History. It is the same list, read only.

What the History shows

Each entry has the sentence, and under it the date and time on your company's clock. The newest entry is at the top. When nothing has happened yet, the list says "Nothing recorded yet."

Nothing in the History can be edited or deleted, by anyone.

Who. A sentence names the person by their display name. It says "Someone" when that person no longer exists in FSMCore, and "FSMCore" when no person did it.

Amounts. Amounts are written with the currency code of the document, then the amount: "EUR 1,234.50".

The document. These sentences tell the life of the document:

Details that changed. When a detail of the document is changed, the History says so. For these, it shows the old and the new value:

• total, written as "Total changed EUR 500.00 -> EUR 620.00 (Anna)"
• issue date
• due date
• valid until
• category
• section subtotals, shown as on or off

For example: "Anna changed due date 14/10/2026 -> 28/10/2026". Dates are written in your company's date order.

For any other detail, it only names what changed, without the text. That goes for the intro text, footer text, terms, notes, client, job, site address, site details, recipient details and the attached file of a crew invoice. For example: "Anna changed the terms".

The dates that are set when a document is issued belong to the "issued" sentence. They are not listed again.

Lines, before the document is issued. While a document is a draft, the History has one entry for each save, with a count: "Anna changed the lines of the draft: 3 added, 1 changed, 1 removed".

Lines, after the document is issued. From then on every change to a line gets its own sentence, ending in "after issue":

• "Anna changed line 2 price EUR 10.00 -> EUR 12.00 after issue"
• "Anna added line 4 "Fit skirting" (2 x EUR 50.00) after issue"
• "Anna removed line "Fit skirting" after issue"

The line number is the line's place on the document as it is now. A removed line is named by its text. Long text is cut after 60 characters. A changed line is told for: description, quantity, unit, price, the tax rate (written with your company's tax word, for example "VAT"), start date, end date, job and site. A job is written with its title and a site with its name, old and new, for example "Anna changed line 1 job Athlone screed -> Mullingar vinyl after issue" and "Anna changed line 1 site Athlone -> Mullingar after issue". A line that names several sites lists them with commas. A job or site that was deleted since is still named. "-" stands for no job or no site.

Payments. Invoices and crew invoices list their payments:

• "Anna recorded a payment of EUR 500.00 dated 02/10/2026 (Bank transfer, ref 4471)"
• "Anna recorded a payment of EUR 400.00 and RCT deducted EUR 100.00 dated 02/10/2026 (Bank transfer)". The RCT part is there only when an amount was deducted.
• "(Mark paid)" stands in place of the payment method when the payment came from Mark paid.
• "Anna removed a payment of EUR 500.00: entered twice". The text after the colon is the reason the person gave.
• "Anna changed the payment of 12/09/2026: date 12/09/2026 -> 10/09/2026, method Bank transfer -> Cash, reference - -> "4471"". This is a payment corrected with Edit payment. The payment is named by the date it had, then each changed detail with its old and new value. Notes are listed the same way, cut after 60 characters.

Recording, editing and removing payments is described on the Payments page. Estimates have no payments.

Emails. Each email of an invoice is one entry:

• "Anna sent it to accounts@client.ie" for the email to the client.
• "Anna sent the internal copy (Settings > Company > Notifications) to office@yourcompany.ie" for the internal copy.
• "Internal copy of the submitted crew invoice emailed to office@yourcompany.ie" on a crew invoice. FSMCore sends it when the subcontractor submits, so no person is named.

The entry ends in "(queued)" while the email is waiting to go out, and in "(failed)" when it could not be sent. For the full detail of an email, see Email history. Estimates have no emails in FSMCore.

Changes to an issued document

A draft can be changed freely. Once a document is issued, the client, your books or your accountant may already hold it. So FSMCore asks before it saves a change to:

• an invoice with status Sent, Part paid or Paid,
• an estimate with status Sent,
• a crew invoice with status Submitted or Approved.

What you see:

1. Open the document for editing, change something and press Save changes.
2. A warning window opens. The heading is Change issued invoice INV-0004? (or Change issued estimate ...?, Change issued crew invoice ...?).
3. Read the text. For an invoice it says when the invoice was issued, and "and sent to the client" when it was emailed to the client. Then: "If it is already in your books, a VAT return or your accountant's records, changing it makes those wrong. Usually a credit note or a new invoice is the right fix. Your name and this change are recorded."
4. Press Change issued invoice to save, or Cancel to go back to the form with your changes still in it. Nothing is saved until you confirm.

For an estimate the text says: "If the client already has it, their copy will no longer match. Your name and this change are recorded."

The warning only opens when you changed something. Pressing Save changes with nothing changed saves as usual and writes nothing to the History. Drafts never ask.

FSMCore sends nothing to Revenue. The warning is about your own books and returns.

After you confirm, the History has:

• "Anna confirmed the warning and changed the issued invoice"
• "Total changed EUR 500.00 -> EUR 620.00", when the total moved
• one sentence for each line or detail that changed, as described in What the History shows

If the total of an issued document moves in any other way, without that window, that is recorded too, as its own entry: "Total changed EUR 500.00 -> EUR 620.00 (Anna)". There is no way to change the total of an issued document without an entry in its History.

Changing an issued document does not send it again. If the client should have the new version, send it yourself.

How to edit each document is described on the Invoices and Estimates pages.

AI assistant changes

A change made through the AI assistant is told differently. The sentence names the assistant and the person who approved the change:

"AI assistant created the draft invoice (approved by Anna)"

Under the sentence, after the date and time, the entry is marked "via AI assistant".

The assistant can only change something after a person presses Approve on its card, so there is always a person named.

The record page

Each invoice has a record page that shows what happened to it, not the invoice itself. It has:

• Email history, always shown. See Email history.
• History, the same list as the History window. You can fold it shut.
• Payments, once the invoice is issued. A draft has no Payments list. It is described on the Payments page.

To open it:

• On the Invoices list, open the ⋮ menu on the row and choose Email logs. On an issued invoice you can also choose Payments.
• On the invoice's Edit page, press Email logs at the top.

The record page has no buttons of its own at the top. Issue, send, download, print, record a payment, void and the rest are on the ⋮ menu of the list and on the Edit page.

Clicking a row in the Invoices list opens the document itself (the PDF, in a window), not the record page.

Email history

The Email history section is on the record page of an invoice. Its description reads: "Every email of this invoice: to the client, and the internal copies (Settings > Company > Notifications). Queued = handed to the mail queue, not sent yet."

The newest email is listed first. When no email was sent, it says "No emails have been sent for this invoice."

To the client is the invoice emailed to the client's addresses. Internal copy is the copy that goes to the addresses your company listed for issued invoices under Settings > Company > Notifications.

Emails are sent in the background. You do not wait for them:

• The email is listed as Queued the moment you send it.
• The same row turns Sent or Failed once FSMCore has tried to send it. While an email is Queued, the section refreshes by itself every few seconds. You do not need to reload the page.
• FSMCore tries once. A failed email is not sent again by itself. Send it again yourself.

When an email fails, the person who sent it gets a bell notification titled "Email notification failed". The action itself, for example issuing the invoice, is still done.

Emails go out from your company's own address when your company has set up and verified its own sending domain (the Email sending section of Settings > Company). Otherwise they go out from FSMCore's address, with the name "Your company (via FSMCore)".

Emails are only sent while Email notifications is switched on for your company (Settings > Company, section Features).

Estimates have no Email history. FSMCore does not email estimates.

Email status

The Status badge first shows what FSMCore did. Later, when the receiving mail server reports back, it shows what happened to the email.

Before any report has come back:

After a report has come back:

Sent is not Delivered. Sent only says the email left. Wait for Delivered before you tell a client "you have it".

For Bounced and Marked as spam, a line under the badge names the address: "Did not reach accounts@client.ie" or "Reported as spam by accounts@client.ie".

When one email went to several addresses, problems win. If one address bounced and two were delivered, the badge says Bounced, and the line under it names the address that bounced. A delay that is later delivered shows Delivered.

A bounce or a spam report also raises a bell notification, "Email bounced" or "Email marked as spam", for the person who sent the email. When no person sent it, the owners and admins get it.

Crew invoices

Crew invoices have the same History, with the same rules. Owners and admins of the crew invoice's own company can open it.

To open it:

• Open Crew, then Crew Invoices, open the ⋮ menu on the row and choose History. The window is named History of Crew invoice and the number.
• Or press History at the top of the crew invoice's Edit page.
• Or open the record page: ⋮, then Lines & email logs. The History section is under Email history. You can fold it shut.

It reads "Every change, payment and email of this document, newest first. Read only." and, when empty, "Nothing recorded yet." Entries made through the AI assistant are marked "via AI assistant".

Sentences that only crew invoices have:

• "Wayne submitted the crew invoice as CI-0004"
• "Anna approved the crew invoice"
• "Anna rejected the crew invoice: wrong dates", with the reason given

A crew invoice counts as issued from the moment it is first submitted. Line changes made before that are counted per save. Line changes after that are told one by one, ending in "after issue". That also goes for a crew invoice that was rejected: it was issued once, so every line change made while it is Rejected, before it is submitted again, is listed one by one with "after issue". This is intended. The office can then see exactly what was changed between the rejection and the new submit.

Changing a submitted or approved crew invoice. The warning window opens here too, with the heading Change issued crew invoice and the number. The text says when it was submitted, then: "If it is already in your books, an RCT payment notification or your accountant's records, changing it makes those wrong. Usually a credit note or a new invoice is the right fix. Your name and this change are recorded." The words about the RCT payment notification are only there while the RCT feature is on for your company.

Unlike a client invoice, a crew invoice asks for a Reason for the change. It is required, at most 255 characters, and is shown in the History. Then press Change issued crew invoice.

The History then says: "Anna confirmed the warning and changed the issued crew invoice: line was on the wrong rate", and "Total changed EUR 800.00 -> EUR 760.00" when the total moved. When the total moved, you also get a warning on screen: Issued invoice amount changed, with the old and the new total and "A credit note may be required."

A total that moves any other way writes its own entry: "Total changed EUR 800.00 -> EUR 760.00 (Anna)".

Payments, edited payments, removed payments and emails are listed as well. The email of a crew invoice reads "Internal copy of the submitted crew invoice emailed to" and the addresses. The record page's Email history has the same columns and badges as for an invoice. Its description reads: "Emails sent about this subcontractor invoice: the internal copy on submit." It refreshes by itself while an email is Queued, like on an invoice.

Crew do not see the History in the crew app.

More about crew invoices is on the Crew invoices page.

Common mistakes

I cannot find History in the ⋮ menu. Only owners and admins have it in the office. Accountants find it in the books, for client invoices and crew invoices.

I want to delete a wrong entry from the History. That is not possible, for anyone. Correct the document instead. The correction becomes a new entry, so the History shows both.

The email says Sent, but the client says they never got it. Sent only means the email left. Look at the badge again later. Delivered means their mailbox took it. Bounced means it did not arrive: check the address and send the invoice again.

The email has said Queued for a long time. It has been handed over for sending and has not gone out yet. The same row turns Sent or Failed once FSMCore has tried. The Email history refreshes by itself every few seconds while an email is Queued, so the new status appears without reloading the page.

I pressed Save changes and a warning opened. The document is already issued. Read the warning. If a credit note or a new invoice is the better fix, press Cancel. Your typed changes stay in the form until you leave the page.

I changed an issued invoice and the client still has the old one. Changing an invoice does not email it again. Send it again yourself.

The History says "FSMCore" did something. No person was signed in for that step. FSMCore did it as part of its own work.

The History says "Someone". The person who made the change no longer exists in FSMCore.

I am looking for the Email history of an estimate. There is none. FSMCore does not email estimates. Download the PDF and send it from your own email.