Sending & Tracking Invoices

Sending an invoice emails it to the client and moves it to Sent. From there you track what's been paid, chase what hasn't, and record anything that arrives outside Stripe.

Sending

Generate & Send from the builder, or Send Invoice to Client from an existing invoice. Sending again offers Resend Invoice.

You can also share the link yourself: each row in the table has a button to open the client-facing page and one to copy its address.

The PIN — read this before your first invoice

Every emailed invoice is PIN-protected, and the PIN is generated automatically. The client gets a six-digit code in the same email as the link. Opening the link shows PIN Required and asks them to enter it.

This matters because of what happens when they get it wrong. After five failed attempts they see Invoice Locked — "Too many failed PIN attempts. This invoice has been locked for 1 hour."

They aren't stuck: the lock screen has a button to send a fresh PIN, which resets the lockout immediately. Resending the invoice also issues a new PIN and clears any lock.

Two practical consequences. A client forwarding the link to a partner or an accountant is forwarding a page that will ask for a code they don't have. And an old link is a dead link once you resend, because the previous PIN stops working.

The same protection covers contracts, proposals and the Planning Hub invitation.

What the client sees

Your branding, then the invoice: number and status badge, From and Bill To, a table of Service, description, quantity, price and total, your personal message, and a Payment Summary with Subtotal, tax, Payments Made and the balance.

If Stripe is connected there's a pay button and "Secure checkout powered by Stripe". If it isn't, they get your How to Pay details instead.

A cancelled invoice says so and can't be paid.

Tracking it

Open any invoice for the detail view. Alongside the line items you get a payment schedule if there's a plan, a payment history of everything recorded, and a summary of total, paid and balance.

The table's balance column is color-coded, so overdue and large outstanding balances stand out without opening anything.

Recording a payment

Record Payment on the invoice detail:

1. Choose Specific Amount or Percentage of Outstanding
2. Pick a Payment Method — Manual Entry, Cash, Check, Credit/Debit Card, Wire Transfer or ACH/Bank Transfer
3. Set the Payment Date
4. Add a reference — a check number or transaction ID — and any notes

The status moves to Partially Paid or Paid on its own.

Reminders

Reminders are configured per invoice, with tabs for Settings, Send Now and History.

Automatic Reminders switches them on. The schedule takes Days Before Due Date, a toggle for the due date itself, Days After Due Date (Overdue), and a final notice a set number of days after due.

Left alone, the defaults are sensible and already running: 7, 3 and 1 days before, on the due date, then 1, 3, 7 and 14 days after, with a final notice at 30 days. A venue-wide schedule in Settings applies to any invoice without its own.

Send Now sends one immediately — a friendly reminder, a due-today notice, an overdue notice or a final notice. History lists everything sent, with the type, time and address.

Pausing is a first-class option, with a reason field. A paused invoice is skipped entirely rather than quietly deprioritized — the right move when a client has agreed different terms with you.

Reminders run on a scheduled job each morning, so they go out whether or not anyone is logged in. Invoices with nothing left to pay are skipped, and the same reminder never goes twice in one day.