Create a Historical Invoice Snapshot Query – Rhythm

Overview

Need to see which invoices were still open at a specific point in time? Historical Invoice Snapshots help you review open invoices as they existed when the snapshot was created.

Invoice snapshots typically run on the first day of the month during the early morning hours. The snapshot captures open invoices at that moment, which can help you understand what was outstanding and owed to your organization at the time.

When to Use Invoice Snapshots

Use Historical Invoice Snapshots when you want to answer questions like:

Which invoices were open at the beginning of the month?
What balances were outstanding as of a specific snapshot date?
Which invoices have remained open across multiple snapshot periods?
What was the open invoice population before later payments or adjustments were made?

Important Timing Note

Invoice snapshots are point-in-time records.

If a payment, adjustment, or transaction is moved or applied after the snapshot has already run, the snapshot will not go back and update retroactively.

For example, if the snapshot ran on 5/1 and a check payment was received or moved on 5/6, the 5/1 snapshot will still reflect the invoice as it existed when the snapshot was captured.

This helps preserve the historical view of what was outstanding at that moment in time.

How to Access Historical Invoice Snapshots

Go to the Finance & Billing application.
From the menu, select Queries.
Click New Query.
Select Invoices.
Choose Historical Invoice Snapshots.
Click Continue.

How to Filter by Snapshot Date

Once the query opens:

Click Edit Criteria.
Add a criterion for Snapshot Date.
Set the operator to equals.
Select the snapshot month/date you want to review.
Click Save Changes.
Click Run.

Example:

Snapshot Date equals 2026-05

This returns invoices that were open when the May 2026 invoice snapshot was created.

Recommended Output Fields

Use the field browser to add the information you need for review. Helpful fields may include:

Invoice Number
Invoice Date
Bill To Contact
Balance Due
Invoice Status
Snapshot Date
Invoice ID
Order ID
Due Date
Total Amount
Paid Amount, if available
Customer or Organization information, if available

The exact fields you choose may depend on whether you are reviewing aging, collections, current invoice status, or historical balances.

Reviewing More Than One Snapshot Date

You can include more than one snapshot date in your criteria, but keep in mind that this may produce additional rows.

If the same invoice remained open across multiple snapshot periods, it may appear once for each snapshot date where it was still outstanding.

For example, an invoice open in May, June, and July snapshots may appear in all three snapshot results.

This can be useful when reviewing how long an invoice remained outstanding, but it may require additional filtering or export review if you only want one point-in-time view.

Pro Tip: Compare Snapshot Results to Current Invoice Status

Historical snapshots show what was open at the time of the snapshot. If you want to determine whether those invoices are still currently outstanding, you can compare the snapshot results against the current Invoices query.

To do this:

Run the Historical Invoice Snapshots query.
Copy the relevant Invoice IDs or Invoice Numbers.
Go back to Queries.
Click New Query.
Select Invoices.
Choose Invoices.
Add criteria using Invoice ID or Invoice Number.
Use the operator is in list.
Paste the invoice values from your snapshot results.
Run the query.

This allows you to review the current invoice record and confirm whether the invoice is still open, paid, adjusted, or otherwise changed after the snapshot was created.

Key Takeaway

Historical Invoice Snapshots are best used as a point-in-time reference for open invoices. They are especially helpful for reviewing outstanding balances as of the beginning of a month, but they should not be expected to reflect payment or transaction changes made after the snapshot was captured.