Workspace uses invoice statuses to show what is still owed and what needs attention. Keeping payments up to date makes the Invoices list, Projects and client records more useful.
Common invoice statuses
- Draft — the invoice is still being prepared and can be edited.
- Unpaid — the invoice has an outstanding balance.
- Partial — one or more payments have been recorded, but a balance remains.
- Overdue — the due date has passed and a balance remains.
- Paid — the invoice balance has been fully paid.
- Cancelled — the invoice is no longer active.
- Archived — the invoice has been moved out of the active working list.
How clients can pay
An invoice can offer Stripe, bank transfer, or both, depending on your account setup and the payment methods selected on that invoice.
- Stripe lets the client pay online when Stripe is connected.
- Bank transfer displays your studio's bank-payment details when those details have been configured.
Always review the displayed payment instructions before sending the invoice.
Record a payment
- Open the relevant invoice.
- Select Add Payment.
- Enter the payment details accurately.
- Save the payment and check that the remaining balance and status are correct.
Record payments received outside an automatic online-payment flow, such as a bank transfer, so Workspace reflects the true balance. Do not record a payment until you have confirmed that the money was received.
Review payment history
Use the invoice and payment records to check transactions against the invoice total. A partial payment should leave a visible balance; once the full balance has been recorded, the invoice should show as paid.
Good practice
- Use a clear due date.
- Reconcile Stripe and bank deposits against Workspace regularly.
- Do not store payment card numbers in invoice notes or messages.
- Correct mistaken payment records promptly so client balances remain accurate.
