Invoice Management Guide

ClientFlow provides a complete invoicing system designed for service professionals. Create professional invoices, send them to clients via email or WhatsApp, track payment status, and manage overdue accounts — all from your dashboard.

Creating Invoices

Creating an invoice in ClientFlow is a short form: pick the client, add line items and set a due date.

Quick Invoice Creation

1. Go to Dashboard → Invoices
2. Click Create Invoice on the invoice list
3. Select the client
4. Add line items, each with a description, a quantity and a unit price
5. Set the due date. Overdue detection and the automatic reminders both run from the due date, so an invoice without one is never marked overdue
6. Optionally add a discount, a tax rate and notes
7. Click Create Invoice to save it

Templates and Recurring Invoices

Use Save as Template on the invoice form to keep a set of line items you bill often, and Load from Template to start a new invoice from one. To bill the same client on a schedule, switch on Make this a recurring invoice and choose weekly, monthly or yearly. ClientFlow creates each new invoice as a draft for you to review and send.

Invoice Numbering

ClientFlow automatically generates sequential invoice numbers in the format INV-YYYY-NNNN (e.g., INV-2026-0042). The numbering resets annually and is unique per business. You cannot edit invoice numbers after creation — this ensures audit trail integrity, verified by SHA-256 hashing.

Multi-Currency Support

Invoices support multiple currencies, including TRY, USD, EUR and GBP. A new invoice takes the billing currency of its client, or your business's primary currency if the client has none set.

Invoice Templates

Customize the look and feel of your invoices to match your brand identity.

Template Customization

Three settings screens shape what your invoices show:

• Settings → Branding — Your brand color on every plan, and a custom business logo on the Team plan
• Settings → Invoicing — Your payment instructions (bank name, IBAN or account number, account holder, a reference to quote), shown on unpaid invoices in the client portal and on the invoice links you share. ClientFlow does not collect this payment
• Settings → Tax Settings — Your default tax rate, tax name and type, registration number, and whether prices include tax

Line Item Options

Each line item on an invoice has:

Field	Description	Required
Description	Service or product name	Yes
Quantity	Number of units (sessions, hours, items)	Yes
Unit price	Price per unit	Yes

Below the line items, the invoice has a discount (a fixed amount that cannot exceed the subtotal), a tax rate in percent, and notes.

Sending to Clients

Once an invoice is created, you can send it to the client through multiple channels.

Email Delivery

Click Send Invoice on the invoice, tick Send via Email and confirm. The email goes out from your own connected email account (connect one at Settings → Integrations), with the invoice attached as a PDF and a short message stating the amount due and the due date. The client needs an email address on file.

WhatsApp Delivery

For clients who prefer WhatsApp, tick Send via WhatsApp in the same Send Invoice window to send the invoice as a PDF document message. This requires your own WhatsApp Business number to be connected (Pro plan or higher) and a phone number on the client's record. If you tick no channel, the invoice is only marked as sent and you share it yourself. Share Link copies a link to the invoice's online page, which shows your payment instructions.

Download and Print

Download any invoice as a PDF for manual delivery or printing. The PDF includes all invoice details and your branding and, on a sent invoice, a QR code that opens the invoice's online page. The Download PDF button is available on every invoice detail page.

Payment Tracking

Track the payment status of every invoice from your dashboard.

Invoice Statuses

• Draft — Invoice created but not yet sent to client
• Sent — Invoice delivered to client, awaiting payment
• Viewed — Client has opened the invoice link
• Paid — The full amount has been marked as paid
• Partially Paid — A partial payment has been recorded
• Overdue — Payment is past the due date
• Cancelled — Invoice has been voided

Recording Payments

Open the invoice and click Mark as Paid when the full amount has arrived, or Record Partial Payment for part of it. Choose the payment method (cash, bank transfer or credit card) and the payment date. Marking an invoice as paid also creates a receipt for the amount received. A partly paid invoice shows "Partially Paid" with the amount still due. ClientFlow records payments; clients do not pay through it.

Overdue Management

ClientFlow automatically identifies overdue invoices and provides tools to follow up with clients.

Automatic Overdue Detection

Invoices are automatically marked as "Overdue" when the due date passes without full payment. The overdue status is checked daily, and overdue invoices appear under the Overdue filter on the invoice list.

Overdue Reminders

ClientFlow sends overdue reminders by itself once your email account is connected (Settings → Integrations); there is nothing else to set up. The schedule is fixed:

• Friendly reminder — 3 days after the due date
• Payment reminder — 7 days after the due date
• Urgent notice — 14 days after the due date
• Final notice — 30 days after the due date

Each reminder is emailed to the client's address on file from your own connected email account, and quotes the invoice number, the invoice total, the due date and the balance. If your own WhatsApp Business number is connected, the same notice is also sent over WhatsApp. To stop the reminders for one invoice, open it and click Pause Dunning; Resume Dunning turns them back on. Reminders stop once the invoice is paid or cancelled.

Export & Reporting

Export invoice data for accounting, tax filing, or record-keeping.

Export Formats

Format	Best For	Includes
PDF	Individual invoices, printing	Full branded invoice with all details
CSV	Spreadsheet analysis, accounting software	Invoice number, client, total, amount paid, amount due, status, due date and created date

Bulk Export

To export many invoices at once, go to Dashboard → Records, open the Invoices tab, filter by date range, client, status or search, and click Export. Choose CSV for every invoice that matches the filters, or PDF for the rows currently loaded on screen. The file downloads straight away.

For a quick CSV of the list you are looking at, open Dashboard → Invoices and click Export CSV at the top of the page. It follows the status filter and the search you have set and covers all the invoices that match, not only the page on screen. Team members with the Viewer role do not see the button.

Reports

For revenue and cash-flow views, see the Financial Analytics guide.