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.

Sending an Invoice

An invoice can be sent from two places: directly on creation via the Save & Send button, or from the invoice detail page using the Send button in the action bar. Sending requires BACS bank details to be configured in Settings. When an invoice is sent it moves from Draft to Sent status and the sent date is recorded.

Invoice Action Bar

The sticky action bar at the top of the invoice detail page shows the invoice number, current status badge, and action buttons. The available buttons change depending on the current status.

Invoice Actions

Send, remind, and manage invoice status

Send

Shown when: Shown when invoice status is Draft

Only shown when status is Draft.

Mark Paid

Shown when: Shown when invoice status is Sent or Overdue

Shown when status is Sent or Overdue.

Delete

Shown when: Shown when invoice status is Draft

Only shown for Draft invoices. Cannot be undone.

Open Tracking

When the recipient opens the invoice email, the system records the timestamp. A small eye icon appears in the action bar showing the date the invoice was first opened. If a reminder was sent and the recipient opened that too, a second indicator shows the reminder open date. This tracking happens automatically — no configuration needed.

Invoice Actions

Send, remind, and manage invoice status

Invoice opened

Reminder opened

Shown when: Shown when a reminder email has been opened

Invoice Status Flow

Invoices follow a one-way status progression. Draft can be sent (moves to Sent) or deleted. Sent invoices become Overdue automatically once the due date passes. Both Sent and Overdue invoices can be marked as Paid. Paid is the terminal state.

Check open tracking before chasing

Before sending a chaser email manually, check whether the invoice has been opened. If the eye icon shows the client opened it three weeks ago but still has not paid, you have a strong reason to follow up promptly.

Sent invoices cannot be edited

Once an invoice has been sent, its content is locked. If you need to amend a sent invoice you will need to create a new one and void the original (by noting it in the memo of the new invoice).

Common Mistakes

• Trying to send without BACS details configured — the Send button remains disabled until bank details are saved in Settings.

• Printing an invoice before sending — the print action works at any status but the client will not have received it unless it has been sent.

• Not marking invoices as Paid after receiving bank transfers — leaving them in Overdue gives an incorrect picture of outstanding debt.

Field Reference

Field	Required	Description
Print	No	Opens the browser print dialog for a paper or PDF copy.
Send	No	Emails the invoice to the recipient.
Mark Paid	No	Records payment and moves invoice to Paid status.
Delete	No	Permanently deletes the invoice.
Invoice opened	No	Date the invoice email was first opened by the recipient.
Reminder opened	No	Date the reminder email was first opened by the recipient.

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.

Payment Tracking

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

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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Invoice Line Items