Managing Invoices

Invoices move through a lifecycle. Good invoice management is mostly about keeping that lifecycle current and acting quickly when something stalls.

Track invoice status

Use invoice status to understand where follow-up belongs:

• Draft
• Sent
• Viewed
• Paid
• Overdue

Draft and sent invoices usually need operational follow-up. Paid and overdue invoices need bookkeeping follow-up.

Update the invoice before and after sending

Before sending, review:

• customer details
• line items
• payment terms
• due date
• attachments or supporting notes

After sending, focus on status, payment activity, and collection follow-up rather than constantly reworking the original document.

Record Payments

When a customer pays outside the automatic invoice-payment flow, record the payment manually so receivables stay correct.

1. Open the invoice
2. Choose Record Payment
3. Enter the amount, date, and payment method
4. Confirm the invoice status update

Manage milestone schedules

Milestone schedules split an invoice into deposits, installments, progress milestones, or a final balance. Eclipse keeps active milestone amounts and percentages within the invoice total. Edit the schedule to change dates or amounts, but record the actual customer payment through Record Payment or the connected payment flow; a milestone cannot be marked paid directly.

Stay on top of collections

Use reminders and overdue queues to keep aging under control.

Helpful follow-up patterns:

• resend a sent invoice if the customer never viewed it
• send a reminder close to the due date
• set the automatic reminder cadence while creating an invoice, or update the shared schedule in invoicing settings
• use Payment Links for simple checkout, then review collected Stripe sessions, payout evidence, and matched bank deposits
• add line items, customer details, income categories, and manual tax to Payment Links so completed checkouts record a sales receipt and post revenue/tax to the right accounts
• review the Sales Transactions tab to see invoices, estimates, credits, refunds, recurring schedules, customer payments, and collected payment links together
• filter Sales Transactions by customer, use customer-group shortcuts, select all visible rows or just rows that need deposit review, export a CSV, or open the bank deposit review queue for selected payment-link deposits
• review product item-mapping approvals with the source order item, candidate confidence, and approval audit trail before linking or creating inventory
• use the Get Paid deposit-clearing panel to see payment links waiting for a bank match, matched deposits, and posted deposits
• confirm suggested customer-payment deposits only when the pair is unambiguous; Eclipse keeps tied candidates in review, prevents one payment or deposit from being used twice, and records net processing fees separately from the cash deposit when it posts the match
• review payment-link payout batches with gross, fee, refund, reserve, net payout, and deposit-gap detail before opening the related bank-deposit match
• use the Clearing queue to review deposit gaps, find unmatched payouts, or open matched deposits from Get Paid
• send customer payment receipts and keep linked delivery events in the customer timeline
• review AR invoice send, reminder, and manual-payment audit entries from /automations without exposing raw Stripe payloads
• convert a draft, sent, viewed, or approved estimate into a draft invoice from Sales Transactions or the estimate detail page
• send expiring, one-time estimate portal links so customers can approve or request changes, then track viewed, approved, declined, and converted status in the customer timeline; the customer decision and audit evidence commit together
• send estimate-linked change orders with an expiring, one-time customer approval link and keep the delivery event in the customer timeline; the decision and resulting estimate or job amount update commit together
• apply or refund remaining credit notes from Sales Transactions
• create invoice corrections in the dedicated Credit Notes workflow rather than entering a negative invoice
• open a known payment-link deposit directly in bank review when Eclipse has a matched bank transaction
• open a customer quick view from customer lists or invoice rows to check open balance, overdue balance, payment health, and recent invoice/payment evidence without leaving the workflow
• open a customer profile to review invoice, estimate, payment, credit, reminder, statement, and estimate-send delivery activity in one timeline
• use the customer profile to review payment-health insights, draft customer follow-up through Eclipse AI with cited customer rows, and manage that customer’s recurring invoice schedules
• review overdue invoices as a batch each week
• log manual payment activity quickly so the queue stays trustworthy

If a credit was applied to the wrong invoice or for the wrong amount, open the credit note and choose Reverse beside the application. Enter a reason before confirming. Eclipse reopens the invoice balance, restores the available customer credit, and keeps the original application plus reversal evidence in the history.

Caution

Overdue invoices are automatically flagged for follow-up.

Related tools

Depending on your workflow, you may also use:

• reminders
• payment plans
• invoice attachments
• analytics and aging views
• duplicate or credit-note style cleanup flows

Payment-plan creation is safe to retry after a timeout or lost connection. An exact retry returns the original plan instead of creating another schedule. If the invoice or installment details change, Eclipse treats that as a new request and still allows only one active plan for the invoice.

Learn more about creating invoices.