Invoicing Overview

Create, send, and track invoices for your clients. Monitor draft, sent, overdue, and paid statuses from the Invoices list.

1. Create Invoice→

2. Add Line Items→

3. Send to Client→

4. Track Payment→

5. Mark Paid

1. What is the Invoicing Module?

The Invoicing module lets you create professional invoices for clients and one-off recipients, attach them to waste transfer notes, and track their payment status. Invoices can be sent by email directly from the platform. You can see at a glance which invoices are Draft, Sent, Overdue, or Paid. Overdue invoices are detected automatically once the due date passes.

2. Invoice Statuses

Every invoice moves through a simple lifecycle. Understanding each status helps you follow up on outstanding payments promptly.

Invoices

All invoices

Draft

Sent

Overdue

Paid

3. Invoice List

The Invoices page lists all invoices ordered by creation date, newest first. You can see the invoice number, client name, total, due date, and status badge. A count of overdue invoices is shown prominently so nothing gets missed. Clicking any invoice opens its detail view.

4. Open & Reminder Tracking

When a client opens the invoice email or the reminder email, the system records the timestamp. A small eye icon appears next to the invoice showing the date it was opened. This tells you the client has seen the invoice, which is useful context before chasing.

5. Settings

Invoice settings are accessed via the Settings button in the Invoices page toolbar. Here you configure your business bank details (BACS) for payment. Without BACS details configured, the Save & Send button is disabled.

BACS details required to send invoices

You must add your BACS bank details in Settings > Invoices before you can send invoices. Until then, you can create drafts but the Send button will be disabled.

Link invoices to waste notes

When creating an invoice from a waste note detail page, the note is automatically linked. The invoice then references the note number, giving clients a clear paper trail.

Common Mistakes

• Not setting up BACS details before trying to send — the form shows a warning banner but many users miss it.

• Deleting a draft invoice instead of saving it — once deleted there is no undo.

• Forgetting to mark invoices as Paid after receiving payment, which leaves them in Overdue status.

Field Reference

Field	Required	Description
Draft	No	Invoice created but not yet sent. Can be edited or deleted.
Sent	No	Invoice emailed to the recipient. Editing is disabled.
Overdue	No	Due date has passed and payment has not been recorded. Set automatically.
Paid	No	Payment received and marked by you. Final state.

Creating Invoices

Set the recipient, dates, VAT status, line items, and notes. Save as a draft or send directly to the client in one step.

Sending Invoices & Reminders

Send invoices directly from the platform by email and follow up on overdue payments with reminder emails. Track open rates to know when a client has seen the invoice.

Payment Tracking

Track invoice payments from sent to paid. Understand how overdue detection works and how to mark payments received.