Invoices: Create, Review, and Follow Up Responsibly
Question: How do I use Invoices without confusing a draft, a reminder, and a confirmed payment?
The Invoices page provides Create Invoice, Send Reminders, invoice status filters, date filters, an Overdue Only option, and a ready-to-invoice work list. An invoice is a billing record; it is not proof of payment or a reason to disclose customer information.
Create an invoice carefully
- Open Invoices from the left menu.
- Select Create Invoice only after the job scope, billed party, amounts, taxes, and approvals are verified.
- Review the invoice line by line before it is sent.
- Keep internal pricing logic, private notes, credentials, and customer-sensitive data out of public discussion.
- If a completed job appears as ready to invoice, verify the completion and authorization record before creating a bill.
Read the status correctly
- Draft: internal work; not yet a customer commitment.
- Pending: needs review or an expected next step.
- Partial: some payment activity exists; verify the balance before follow-up.
- Overdue: needs a deliberate, respectful review; do not assume fault.
- Paid: confirm the recorded payment details through the approved finance process.
- Cancelled or Refunded: do not reuse the record without an authorized decision.
Send reminders with care
- Filter to the relevant status or enable Overdue Only.
- Review the recipient, balance, timing, and any prior communication.
- Use Send Reminders only after a human confirms the message is appropriate.
- Do not put sensitive account details or payment credentials in a reminder.
Limitations
The invoice screen helps organize billing work, but it cannot by itself establish a debt, confirm a payment, validate tax treatment, or authorize collections activity. Escalate disputed, high-value, or uncertain cases to the responsible owner.
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