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Tracking Payments

Quick version: The Invoices page shows all your invoices with their status, balance, and total. Click any invoice to see its full payment history.

The Invoices Dashboard

When you open Invoices from the sidebar, you see four stat cards at the top:

  • All Invoices -- Total number of invoices you have created.
  • Outstanding -- Invoices that have been sent but not fully paid (Sent, Viewed, or Partial status).
  • Past Due -- Invoices where the due date has passed and there is still a balance. This also shows the total dollar amount past due.
  • Collected -- Invoices that are fully paid, along with total dollars received.

Click any stat card to filter the list below it. Click it again to go back to showing all invoices.

Invoice Statuses

Each invoice has a status that updates as things happen:

| Status | What It Means | |--------|--------------| | Draft | Created but not sent to the customer yet. | | Sent | Emailed to the customer, waiting for payment. | | Viewed | The customer opened the invoice link. | | Partial | Some payment received, but there is still a balance. | | Paid | Paid in full. Balance is $0. | | Collected | Funds have been deposited to your account. | | Past Due | The due date has passed and there is still a balance. | | Cancelled | Invoice was cancelled. | | Refunded | Payment was refunded. |

Viewing Payment History on an Invoice

  1. Open any invoice by clicking on it.
  2. Scroll down to the Payment History section.
  3. Each payment shows:
    • The amount paid
    • The payment method (Cash, Check, Credit Card, Zelle, Venmo, etc.)
    • A reference number (if one was entered, like a check number)
    • The date the payment was made

You can hover over any payment and click the pencil icon to edit it if something needs correcting.

Past Due Invoices

An invoice is considered past due when:

  • It has been sent to the customer (Sent, Viewed, or Partial status)
  • The due date has passed
  • There is still a balance owed

Finding Past Due Invoices

  1. Go to Invoices.
  2. Click the red Past Due stat card at the top. The list filters to show only past due invoices.
  3. The total past due amount is shown on the card.

Handling Past Due Invoices

You have a few options:

  • Re-send the invoice -- Copy the payment link and send it to the customer again via text or email.
  • Call the customer -- Sometimes a phone call is the fastest way to get paid.
  • Record a payment -- If the customer paid you directly (cash, check), record it on the invoice.
  • Adjust the due date -- If you agreed to extend the terms, hover over the due date in the invoice sidebar and click the pencil icon to update it.
  • Change the status -- If needed, you can override the status by clicking the pencil icon next to the status field.

When changing dates or statuses, Fieldkit asks for a reason. This creates an audit trail so you have a record of what changed and why.

Outstanding Balance Tracking

The invoice detail page shows the running balance:

  • Subtotal -- Total of all line items before tax.
  • Tax -- Calculated from your tax rate.
  • Discount -- Any discount applied.
  • Total -- The full invoice amount.
  • Amount Paid -- Sum of all payments recorded.
  • Balance Due -- What the customer still owes (Total minus Amount Paid).

When the balance due reaches $0, the status automatically changes to Paid.

Searching and Sorting

On the Invoices page, you can:

  • Search by invoice number, customer name, or job title using the search bar.
  • Sort by clicking any column header (Invoice #, Customer, Job, Due Date, Total, Balance, Status).
  • Filter by clicking the stat cards (All, Outstanding, Past Due, Collected).

Quick Actions from the Invoice List

Click the three-dot menu on any invoice row for quick actions:

  • View Details -- Open the full invoice page.
  • Edit -- Change line items, amounts, or details.
  • Send to Customer -- Email the invoice (if it is a draft).
  • Record Payment -- Log a cash, check, or other manual payment.
  • Record Tip -- Add a tip on a fully paid invoice.

Tips

  • Check the Past Due card regularly. Following up quickly on overdue invoices helps you get paid faster.
  • The "Jobs Ready for Invoicing" section at the bottom of the Invoices page shows jobs that do not have an invoice yet. This helps you avoid forgetting to bill for completed work.
  • Every change you make to an invoice (editing dates, status overrides, etc.) is logged with a reason, so you always have a record.
  • If you link invoices to jobs, the job page will show all related invoices and their payment status in one place.

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