How to manage invoices, payments, billing, and financial tracking in your workspace

Billing & Financial Management

Learn how to create invoices, manage payments, track financial performance, and handle billing processes for your clients and services.

Overview

The billing system provides comprehensive financial management:

Invoice Generation: Create professional invoices for services
Payment Processing: Accept online and offline payments
Financial Tracking: Monitor revenue and payment status
Tax Management: Handle tax calculations and compliance
Credit System: Manage credit-based billing (if enabled)
Recurring Billing: Automate subscription billing

Prerequisites

Module Requirements

Billing Module: Must be enabled in workspace settings
Payment Integration: Stripe or manual payment processing configured
Permissions: Appropriate financial management permissions

Permissions Required

view_invoices: See billing information
create_invoices: Generate new invoices
edit_invoices: Modify invoice details
send_invoices: Send invoices to clients
mark_invoices_paid: Update payment status
delete_invoices: Remove invoices

Invoice Management

Creating Invoices

Navigate to Invoices
- Go to Invoices in the main navigation
- Click Create Invoice button

Invoice Details

Required Information:
- Client: Select invoice recipient
- Invoice Number: Auto-generated or custom
- Issue Date: Invoice creation date
- Due Date: Payment deadline

Optional Information:
- Purchase Order: Client PO number
- Notes: Additional information
- Terms: Payment terms and conditions

Line Items

Item Details:
- Description: Service or product description
- Quantity: Number of items
- Rate: Price per item
- Amount: Calculated total (Quantity × Rate)
- Tax: Applicable tax rates

Financial Calculations
- Subtotal: Sum of all line items
- Tax: Calculated based on rates and location
- Discounts: Applied as percentage or fixed amount
- Total: Final amount due
Save and Send
- Save invoice as draft for later editing
- Send immediately to client via email
- Generate PDF for download or printing

Invoice Templates

Professional Formatting

Company branding and logo
Client billing address
Itemized service breakdown
Payment terms and methods
Contact information

Customization Options

Custom invoice templates
Brand colors and styling
Additional fields and information
Multi-language support

Invoice Actions

Send Invoice

Email invoice to client
Include payment instructions
Track delivery and open rates
Automatic reminder capabilities

Mark as Paid

Record payment manually
Update payment status
Track payment method
Generate payment confirmation

Duplicate Invoice

Create copy of existing invoice
Useful for recurring billing
Modify details as needed
Maintain consistent formatting

Cancel Invoice

Mark invoice as cancelled
Preserve audit trail
Cannot be undone
Affects financial reporting

Invoice Numbering & Format

Numbering Options

Sequential: Auto-increment numbers per invoice
Custom Entry: Allow manual entry (number only)

Format Template

Use placeholders in the format to generate the full invoice number:

{YEAR}: 4-digit year (e.g., 2025)
{MONTH}: 2-digit month (e.g., 01)
{NUMBER}: Zero-padded sequence (e.g., 0001)
Optional prefix (e.g., INV-)

Example: INV-{YEAR}{MONTH}{NUMBER} → INV-2025010007

Configuration (Workspace Settings > Billing)

Open Billing settings
Choose numbering mode (sequential or allow custom numbers)
Set the invoice number format template
Optionally set a prefix
Save

Notes:

When custom numbers are enabled, enter only the numeric part in the invoice form; formatting is applied automatically
The preview shows the final formatted invoice number before saving

Payment Processing

Payment Methods

Online Payments (Stripe Integration)

Credit and debit cards
Bank transfers (ACH)
Digital wallets
International payment methods

Manual Payments

Bank transfers
Checks
Cash payments
Other payment methods

Payment Workflow

Client Receives Invoice
- Email notification with payment link
- Secure payment portal access
- Multiple payment options
Payment Processing
- Real-time payment verification
- Automatic invoice status update
- Payment confirmation emails
- Receipt generation
Payment Tracking
- Payment status monitoring
- Failed payment handling
- Refund processing
- Dispute management