Invoices
Send and track invoices
How invoice delivery works, how to read payment statuses, and how to send reminders without feeling like a debt collector.
Once an invoice leaves draft, Docz tracks its state for you so you always know what is outstanding and what is overdue.
What happens when you click Send
- Invoice number is locked in (no more editing the number)
- Client receives an email with a hosted invoice link
- You receive a copy for your records
- Status changes to Sent
The hosted link stays valid forever — clients can revisit it to pay, download a PDF, or check details.
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Not sent. Editable. Number not yet committed. |
| Sent | Delivered to client. Awaiting payment. |
| Viewed | Client opened the hosted link at least once. |
| Overdue | Due date has passed, still unpaid. |
| Paid | Marked paid — either manually or via reconciled bank import. |
| Void | Cancelled. Retains its number for audit purposes. |
Marking an invoice paid
Three ways:
- Manual — click Mark as paid on the invoice page. Records the date.
- Bank reconciliation — import a bank statement and match transactions to invoices. Faster for multiple invoices.
- Payment integration — if you have a payment link attached, status flips automatically when the provider confirms payment.
Sending reminders
From an invoice in Sent or Overdue status, click Send reminder. You can pick a tone:
- Friendly — "Just a gentle reminder..."
- Neutral — matter-of-fact restatement of amount and due date
- Firm — references late fees and next steps
Reminders log on the invoice timeline so you can see when the last one went out.
Partial payments
Record partial payments from Mark as paid → Partial. The outstanding balance updates; the invoice stays open until fully paid.