Every invoice goes through a defined lifecycle: Draft (you're building it) → Sent (client received it via email with PDF and PayPal link) → Paid (you confirm payment, and a linked transaction is created automatically) or Overdue (past due date, automated reminders with escalating tone) → Cancelled (voided with audit record). You always know exactly where every invoice stands.
Invoice lifecycle management tracks every invoice through Draft, Sent, Paid, Overdue, and Cancelled states. Marking an invoice Paid creates a linked income transaction automatically, overdue invoices receive automated reminders with escalating tone, and every status change is logged in the audit trail.
Payment confirmation is manual: mark an invoice Paid after checking PayPal, your bank, or the client's confirmation. Automatic PayPal payment detection is not yet available.
Create the invoice (describe the work, AI builds it with line items and tax). Send via email with PDF and PayPal link. Status auto-changes from DRAFT to SENT. Client receives a professional email with payment button.
When you confirm payment (PayPal, bank transfer, or another method), mark the invoice PAID and a linked income transaction is created automatically. If the due date passes without payment, status changes to OVERDUE and reminders begin.
Overdue invoices receive automated reminders while unpaid, with the tone escalating over time. When paid, mark the invoice PAID and the reminders stop. If voided, status becomes CANCELLED with an audit record.
See which clients consistently pay late. The lifecycle shows exactly how many days overdue each invoice is. Use this data to decide who gets Net 15 terms and who gets 'due on receipt.'
Filter by status: all PAID invoices this month, all OVERDUE across all clients, all DRAFT invoices still pending. Export as CSV for your accountant. No more wondering 'did they pay yet?'
When an invoice goes OVERDUE, automated reminders are sent while it stays unpaid. You never write a manual follow-up email. The system handles the awkward part — you just confirm payment when it arrives.
The invoice status changes from SENT or OVERDUE to PAID. A linked income transaction is created in your records with the invoice amount, currency, date, and client. This transaction appears in your dashboard and reports — no separate data entry needed.
Yes. Cancelling an invoice changes its status to CANCELLED. The cancellation is recorded in your audit log with timestamp and user ID. CANCELLED invoices do not appear in your overdue or outstanding totals. If a client needs a corrected invoice, cancel the original and create a new one.
When the due date passes without payment, the invoice status changes from SENT to OVERDUE. Tally Assistant then sends automated reminders while the invoice remains unpaid, with the tone escalating from friendly to professional to urgent. If a reminder fails to deliver (invalid email, etc.), the dashboard shows an alert with the failure reason.
Yes. Every status transition is recorded in the audit log: who changed it, when, from what status to what status. The invoice also records the reminder count and last reminder time. Full per-email reminder content logging is on the roadmap.