Invoices sometimes need follow-up or correction after they have been created. The right action depends on whether the invoice is still a draft, has been finalised, has received a payment, or should no longer remain active.
Automate invoice reminders with System Emails
Workspace includes invoice automations under System Emails. You can customise and enable:
- Invoice Due Soon — scheduled three days before an invoice is due when it remains unpaid.
- Invoice Overdue — scheduled seven days after an invoice is due when it remains unpaid.
These emails can include the invoice link, payment link, PDF download and the correct payment instructions. Customise the subject, message and design before enabling them so the reminders sound like your studio.
The automation depends on the invoice having an accurate client email address, due date, outstanding balance and payment status. It applies to invoices that have been sent; it should not be treated as a substitute for reviewing your accounts.
Follow up an overdue invoice
- Open the invoice and confirm that its due date and outstanding balance are correct.
- Check whether the automated reminder was enabled and whether the client details and payment methods are correct.
- Review the Project and message history in case the client has already contacted you or paid another way.
- Send a personal, courteous follow-up when the situation needs attention beyond the System Email.
- Record any payment received outside the online payment flow.
Do not assume that every overdue invoice is deliberate non-payment. Incorrect contact details, unclear instructions or an unrecorded bank transfer can all cause the invoice to appear outstanding.
Correct a draft invoice
If the invoice is still a draft, open it, make the required changes and review the preview before saving or sending it.
Correct a finalised invoice
Finalised invoices are protected to preserve the billing record. Depending on its current status, Workspace may offer Unlock & Edit or Duplicate. Review the consequences before changing an invoice that has already been sent or paid, and follow the accounting requirements that apply in your country.
Duplicating can be useful when you need a new invoice based on an existing one without altering the original record.
Cancel or archive an invoice
Cancel an invoice when it should no longer be collected. Cancelled invoices can be reactivated when appropriate. Archive completed or inactive records when you want them removed from the active list without losing the history.
Before making a change
- Check whether any payments have already been recorded.
- Keep the original record when your accounting obligations require it.
- Tell the client when a replacement or corrected invoice supersedes an earlier version.
- Confirm tax or credit requirements with your accountant; Workspace cannot determine your legal obligations.
