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 takes less than a minute. The system auto-fills client details and service information from your existing records.

Quick Invoice Creation

1. Go to Dashboard → Invoices
2. Click New Invoice
3. Select the client from your client list (or add a new client inline)
4. Add line items:
   • Select a service from your service catalog, or
   • Enter a custom line item with description and amount
5. Set the due date (defaults to 30 days from creation)
6. Add optional notes or terms
7. Click Create Invoice

Invoice from Appointment

The fastest way to create an invoice is directly from a completed appointment. Navigate to the appointment, click Create Invoice, and the invoice is pre-populated with the client, service, duration, and price. This eliminates data entry and ensures consistency between appointments and billing.

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. The currency is set per invoice and defaults to your business's primary currency. Exchange rates are not calculated automatically — enter amounts in the client's preferred currency.

Invoice Templates

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

Template Customization

Navigate to Settings → Invoice Settings to configure:

• Business logo — Appears in the invoice header
• Business details — Name, address, phone, email, tax ID
• Color scheme — Primary accent color for headers and highlights
• Footer text — Payment terms, bank details, thank you message
• Tax configuration — Default tax rate (VAT/KDV) applied to line items

Line Item Options

Each line item on an invoice supports:

Field	Description	Required
Description	Service or product name	Yes
Quantity	Number of units (sessions, hours, items)	Yes
Unit price	Price per unit	Yes
Tax rate	Percentage tax applied	No (defaults to business setting)
Discount	Percentage or fixed amount discount	No

Sending to Clients

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

Email Delivery

Click Send Invoice on any invoice to email it to the client. The invoice is attached as a professional PDF and the email body includes a summary of the amount due and due date. Clients can view the invoice without downloading the attachment thanks to an inline preview.

WhatsApp Delivery

For clients who prefer WhatsApp, click Share → WhatsApp to send the invoice as a PDF document message. This requires the WhatsApp Business integration to be connected (Pro plan or higher).

Download and Print

Download any invoice as a PDF for manual delivery or printing. The PDF includes all invoice details, your branding, and a unique QR code for verification. 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 email
• Paid — Payment received and confirmed
• Partially Paid — Client has made a partial payment
• Overdue — Payment is past the due date
• Cancelled — Invoice has been voided

Linking Payments to Invoices

When you record a payment, you can link it to an existing invoice. This automatically updates the invoice status and calculates any remaining balance. If the payment covers the full amount, the invoice moves to "Paid" status. For partial payments, the invoice shows "Partially Paid" with the outstanding balance.

Payment History

Each invoice maintains a complete payment history showing all payments applied, dates, methods, and amounts. This history is immutable — once recorded, payment entries cannot be edited or deleted, ensuring a reliable audit trail.

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 updated across all reports and dashboards. Overdue invoices are highlighted in red for quick identification.

Overdue Reminders

Configure automatic overdue reminders in Settings → Notifications:

• First reminder — 1 day after due date
• Second reminder — 7 days after due date
• Final notice — 14 days after due date (with stronger language)
• Custom intervals — Set your own reminder schedule

Reminders can be sent via email, WhatsApp, or both. Each reminder includes the invoice number, amount due, and original due date.

Aging Report

The invoice aging report (Invoices → Reports → Aging) breaks down outstanding invoices by age:

• Current — Not yet due
• 1-30 days overdue
• 31-60 days overdue
• 61-90 days overdue
• 90+ days overdue

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	All invoice data in tabular format
Excel	Advanced analysis, pivot tables	Formatted spreadsheet with multiple sheets

Bulk Export

Export multiple invoices at once by selecting a date range, status filter, or client. Go to Invoices → Export, configure your filters, and click Export. The file is generated in the background and available for download from Dashboard → Exports when ready.

Invoice Reports

Built-in invoice reports available in the Invoices → Reports section:

• Revenue by Month — Total invoiced amount per month
• Revenue by Client — Top clients by invoiced amount
• Revenue by Service — Which services generate the most revenue
• Collection Rate — Percentage of invoiced amount actually collected
• Average Days to Pay — How long clients take to pay on average
• Aging Report — Outstanding invoices by age bracket