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Invoices

Send and track an invoice.

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

Updated May 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. 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

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.

Notes

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