Payment Tracking 101

Master the fundamentals of payment tracking in ClientFlow. Learn about payment statuses, due dates, and how to keep your finances organized.

Understanding Payment Statuses

ClientFlow uses five payment statuses to show where each payment stands:

1. Unpaid Amber

• Payment is due but not yet received
• Default status for new payments
• Automatically becomes "Overdue" after the due date

2. Paid Green

• Payment has been received
• Includes the date payment was marked as paid
• Final: once a payment is paid, its status and amounts are locked (data integrity)

3. Overdue Red

• Payment is past its due date
• Automatically flagged by the system
• Eligible for the Payment Reminder automation, if you have switched it on (Starter and above)

4. Partial Amber

• Client has paid some but not all
• Shows amount paid vs. amount due
• Can track multiple partial payments

5. Waived Gray

• Payment was forgiven or written off: you have decided not to collect it
• Final: a waived payment cannot be edited or marked as paid

Step 1: Adding a New Payment

To track a payment:

1. Go to Payments in the sidebar
2. Click "Add Payment" in the top right
3. Fill in the payment details: Client, Amount, Currency, Due Date, Description
4. Click "Create Payment"

Step 2: Monitoring Payment Status

ClientFlow automatically updates payment status:

• On creation: Status is "Unpaid"
• After due date: Automatically becomes "Overdue"
• When marked paid: Status changes to "Paid" with timestamp
• If partially paid: Status shows "Partial" with amount

Step 3: Marking Payments as Paid

When you receive payment:

1. Find the payment in your list
2. Click the green "Mark as Paid" check button on its row (on a phone, tap "Mark as Paid" on the payment card)
3. In the Record Payment window, check the Amount Received (the amount still due is pre-filled)
4. Confirm the payment date (defaults to today) and, if you like, attach a receipt or add a note
5. Click "Confirm Full Payment"

Step 4: Tracking Partial Payments

For payments made in installments:

1. Click the green "Mark as Paid" check button on the payment's row
2. In the Record Payment window, enter the amount you actually received in Amount Received — less than the total
3. Add a note (e.g., "First installment") if you want one
4. Click "Record Partial Payment"

The payment now shows Partial with the amount paid and the balance still due. Record each further installment the same way; when the balance reaches zero the payment becomes Paid.

Step 5: Using Payment Filters

The Payments page lets you narrow the list down:

• Status: Show only Unpaid, Overdue, Partial, Paid, etc.
• Month, year and due-date range: Focus on a period
• Client: Search by client name, phone or email
• More Filters: Client group, tags, payment method, category and currency

Payment Analytics

Analytics (Starter and above) shows how your payments are performing; the revenue forecast is a PRO feature:

• Collection Rate: The share of the period's expected amount that has been collected (also shown at the top of the Payments page)
• Avg Payment Speed: How many days clients typically take to pay (Analytics → Overview); Client Analysis also shows each client's own average
• Revenue Trends: Monthly income charts and comparisons
• Revenue Forecast (PRO): Projected income based on your payment history (Analytics → Forecast)

Best Practices

1. Set Realistic Due Dates - Give clients enough time (7-30 days)
2. Regular Status Checks - Review unpaid payments weekly
3. Use Automatic Reminders - The Payment Reminder automation follows up on overdue payments for you. Automatic reminders only go out after the due date, so send a friendly heads-up yourself if you want one before it
4. Keep Notes - Document verbal agreements or payment plans
5. Export for Accounting - Export payment records monthly

Common Questions

Q: Can I edit a payment after marking it as paid?
A: No. Once marked as paid, the payment is locked to maintain financial integrity.

Q: Can I track payments in multiple currencies?
A: Yes. You choose the currency on each payment, from a long list that includes USD, EUR, GBP and TRY. ClientFlow records the amounts in the currency you pick; it does not move or convert any money.

Next Steps

• Set up recurring payments - For monthly subscriptions or regular clients
• Switch on the Payment Reminder automation - Have overdue payments followed up for you (Starter and above)
• Explore analytics - Understand your revenue patterns (Starter and above; forecasting on PRO)

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Read time: ~7 minutes | Difficulty: Beginner