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 six payment statuses to help you track where money is:

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
• Cannot be edited after marking as paid (data integrity)

3. Overdue Red

• Payment is past its due date
• Automatically flagged by the system
• Triggers automatic reminders (if enabled)

4. Partial Blue

• 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 not collected
• Useful for discounts, refunds, or special cases
• Still counts in financial reports but marked separately

6. Pending Yellow

• Payment is being processed
• Used for bank transfers or payment gateways
• Automatically updates when confirmation received

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 three dots menu on the right
3. Select "Mark as Paid"
4. Confirm the payment date (defaults to today)
5. Click "Confirm"

Step 4: Tracking Partial Payments

For payments made in installments:

1. Open the payment details
2. Click "Add Partial Payment"
3. Enter the amount received
4. Add a note (e.g., "First installment - 50%")
5. Click "Save"

Step 5: Using Payment Filters

The Payments page offers powerful filtering:

• Status: Show only Unpaid, Overdue, Paid, etc.
• Date Range: Filter by creation date or due date
• Client: View payments for specific clients
• Amount Range: Find payments above/below certain amounts
• Search: Search by description or client name

Payment Analytics (PRO Tier)

PRO users get advanced payment insights:

• Revenue Forecast: Projected income based on upcoming payments
• Collection Rate: Percentage of payments received on time
• Average Days to Payment: How long clients typically take to pay
• Revenue Trends: Monthly income charts and comparisons

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 - Send reminders 3 days before, on due date, and 3 days after
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! ClientFlow supports 8 currencies (TRY, USD, EUR, GBP, CHF, JPY, AUD, CAD).

Next Steps

• Set up recurring payments - For monthly subscriptions or regular clients
• Configure automatic reminders - Never chase payments manually again
• Explore analytics - Understand your revenue patterns (PRO tier)

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Read time: ~7 minutes | Difficulty: Beginner