Payment Tracking

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

How Payment Tracking Works

Payment tracking is manual — you mark an invoice as Paid once you have confirmed the payment in your bank account. The system does not connect to your bank; it records the date and time you clicked Mark Paid. Overdue detection is automatic: a background process checks all Sent invoices daily and moves any past their due date to Overdue status.

Invoice Status Reference

Each status has a colour-coded badge in the invoice list and detail view so you can scan outstanding payments quickly.

Invoice Detail

Payment status and tracking

Draft

Sent

Overdue

Paid

Marking an Invoice as Paid

Open the invoice detail page and click the Mark Paid button in the action bar. The button is shown when the invoice status is Sent or Overdue. The system records the current date and time as the paid date. The status badge immediately changes to Paid and the Mark Paid button disappears.

Overdue Detection

A database function (mark_overdue_invoices) runs every time the Invoices page loads. It checks all Sent invoices and moves any whose due date is in the past to Overdue status. This means as soon as you visit the Invoices page, the statuses are refreshed. If you have not visited the page in a few days, overdue status may appear as a batch update.

Invoice List Filtering

The Invoices list shows all invoices newest first. The overdue count is displayed prominently at the top of the list. Use the status badges to quickly identify which invoices need attention. There is no separate filter by status in the current UI — all statuses appear together in the list.

Paid date is set to now, not back-dated

When you click Mark Paid, the paid_at timestamp is set to the current date and time. If you want to back-date a payment you will need to note the actual payment date in the invoice memo before marking it paid.

Review overdue invoices weekly

Build a habit of opening the Invoices page every Monday. The overdue count at the top tells you immediately if action is needed. For each overdue invoice you can send a manual reminder email from your email client referencing the invoice number.

Common Mistakes

• Waiting too long to mark invoices as Paid — this causes them to accumulate in Overdue status making your outstanding debt figure inaccurate.

• Assuming the system sends automatic reminder emails when invoices go overdue — it does not. You must follow up manually.

• Deleting a paid invoice to tidy up — deleting is only possible on Draft invoices and should not be used as an archiving strategy.

Field Reference

Field	Required	Description
Draft	No	Grey badge. Invoice created but not sent.
Sent	No	Blue badge. Invoice emailed; awaiting payment.
Overdue	No	Red badge. Due date passed without payment recorded.
Paid	No	Green badge. Payment confirmed and recorded.

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.

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.

Invoicing Overview

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

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