Every invoice goes through a defined lifecycle: Draft (you're building it) → Sent (client received it via email with PDF and PayPal link) → Paid (payment detected, linked transaction created automatically) or Overdue (past due date, auto reminders escalating Day 1/7/21) → Cancelled (voided with audit record). You always know exactly where every invoice stands.
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.
If the client pays (via PayPal or marked manually), status becomes PAID and a linked income transaction is created automatically. If the due date passes without payment, status auto-changes to OVERDUE and reminders begin.
Overdue invoices receive escalating reminders (Day 1/7/21). When paid, status returns to PAID. If voided, status becomes CANCELLED with audit record. Every transition is logged.
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 fire on a schedule. You never write a manual follow-up email. The system handles the awkward part — you just review the logs.
The invoice status changes from SENT or OVERDUE to PAID. A linked income transaction is automatically created in your records with the invoice amount, currency, date, and client. This transaction appears in your dashboard and reports — no manual reconciliation 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. Automated reminders are then sent on a schedule: Day 1 (friendly nudge), Day 7 (professional follow-up), Day 21 (firm final notice). If reminders fail to deliver (invalid email, etc.), the dashboard shows a red alert with the failure reason. Each reminder is logged in the reminder history.
Yes. Every status transition is recorded in the audit log: who changed it, when, from what status to what status. The invoice detail page also shows a reminder history with timestamps and delivery status for every automated reminder sent. This is your financial evidence trail.