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Invoices

Send and track an invoice.

Use invoices to bill clients, track payment progress, record manual payments, collect online, and keep accounting sync state visible.

Updated August 2026

01

Create the invoice

Invoices are tied to a client and can include line items, tax, notes, due dates, and recurring template behavior.

  1. Open the Invoices workspace and create a new invoice.
  2. Select the client, add line items, and confirm the due date.
  3. Review subtotal, tax, total, and balance before sending.
  4. Keep draft invoices as Draft until they are ready for the client.

02

Record payments

When a client pays outside an automated flow, record the payment so revenue, balance, and status stay accurate.

  1. Open the invoice payment modal.
  2. Enter the amount received, payment method, and payment date.
  3. Choose a method from Bank Transfer, Credit Card, Cash, UPI, or Other.
  4. Save the payment and confirm the invoice moves to the expected state.

03

Understand invoice states

ClientDeck keeps invoice status grounded in payment and due-date information.

  1. Draft means the invoice is still being prepared.
  2. Pending means the invoice is unpaid and not yet overdue.
  3. Partially Paid means some payment has been recorded but a balance remains.
  4. Paid means the invoice balance is complete.
  5. Overdue means the due date has passed while a balance remains.

04

Collect payments online

With a payment gateway connected, invoices gain a pay option and you can share a payment link with the client.

  1. Connect Razorpay, PayPal, or Stripe from Settings so online payment appears.
  2. Use Copy Payment Link on an invoice to share it anywhere.
  3. Clients open the link and pay with the provider payment methods.
  4. Track the payment and status back in the Invoices workspace.

05

Manage sent invoices

Sent invoices support reminders, PDFs, duplication, and status corrections.

  1. Use Send Reminder to nudge an overdue invoice, or Send Reminder to All in bulk.
  2. Use Download PDF to send or file a copy.
  3. Use Duplicate Invoice to clone an invoice quickly.
  4. Use Revert to Unpaid or Revert to Draft to correct a mistaken status.

06

Accounting sync

When QuickBooks or Xero is connected, synced invoice identifiers are preserved so the row can show sync state after reloads.

  1. Connect QuickBooks or Xero from Settings before pushing invoices.
  2. Push the invoice from the invoice row when it is ready.
  3. Use the visible sync badge as the operational source of truth inside ClientDeck.

07

Automate with recurring invoices

Recurring templates generate invoices on a weekly-to-quarterly schedule and are a Plus and Pro feature.

  1. Open the Recurring panel in the Invoices workspace.
  2. Choose a frequency, line items, and auto-send behavior.
  3. Let the template generate invoices on schedule, or run cycles manually.

Notes

ClientDeck stores money using minor-unit calculations where available, which helps avoid floating-point errors in totals and balances.

See the recurring invoices guide for templates and the payment gateways guide for online collections.