Client Invoices

Invoices dashboard

Open Invoices in the sidebar. The page is available to admins on plans that include invoicing. Full-access admins (the primary admin and superusers) see every invoice in the workspace; other admins see the invoices they created plus any shared with them.

Creating an invoice

Click New invoice. The full-screen editor opens with the form on the left and a Live preview of the finished invoice on the right that updates as you type. On a phone, use the Preview / Edit toggle to switch between them. You can also start an invoice from a client's profile with New invoice, which links that client straight away.

Client & details

Choosing a saved client fills in the invoice from the client's billing profile, so you set things up once per client:

Payment terms can be Due on receipt, Net 7, 14, 15, 30, 45, 60, 90 or a Custom date. Changing the due date by hand switches terms to Custom. A linked client can also see the invoice in their client portal once it's sent.

Under Your details & reminders you can adjust the sender details printed on this invoice — company name, tagline, email, phone, website, VAT number, company number and address — and turn payment reminders off for this invoice only.

Line items

Each line has a Description, Qty, Unit price, Tax % and Amount. Click Add discounts to show a Disc % column. Every line can have its own tax rate; the totals show one VAT row per rate, plus Subtotal, Includes discounts and Total.

Keyboard shortcuts & autosave

Drafts save themselves a moment after you stop typing, once the invoice has a recipient and at least one line. The header shows the save state — “Saving…”, “All changes saved” or “Couldn't save”.

Sending an invoice

Click Review & send in the editor, or Send invoice on a draft. Your client gets the PDF and a secure link to view and download it — no login needed.

• Add several recipients and Cc addresses, and edit the subject and message.
• The link in the email always works, even if you untick Attach PDF. Replies go to your email address.
• Mark as sent without emailing is there for invoices you deliver another way.
• When your client opens the link or their portal, the invoice moves to Viewed and the side panel shows “Client viewed it …”. Until then it says “Not viewed by the client yet”.
• From the invoice's More menu you can copy, replace or turn off the client link. Replacing it stops the old link working straight away. The link looks like teamtrackin.com/s/ followed by a random code, so the address itself never shows your company or the invoice number.
• Use Resend after making changes, or PDF / Print for your own copy.

Reminders

Click Send reminder on any unpaid invoice that has a client email to send a friendly reminder straight away.

Automatic reminders are off by default. To turn them on, open Invoice settings → Reminders and switch on Send payment reminders automatically. Choose when to remind before the due date (don't remind, or 1, 3, 5 or 7 days before) and after it (any of 1, 3, 7, 14, 30 and 60 days late). The suggested schedule is 3 days before, then 1, 7 and 14 days after.

• Automatic reminders go out at most about once a day. Send a manual reminder whenever you need to — only an accidental double click is ignored.
• Reminders stop as soon as the invoice is paid.
• Each reminder includes a View and pay button that opens the invoice with your bank details.
• Turn reminders off for a single invoice in its editor, under Your details & reminders.

Recording payments

Click Record payment on a sent invoice. Enter the amount, the date received, the method (Bank transfer, Card, Cash, Cheque, PayPal, Direct debit or Other), a reference and a note. Full balance and Half fill the amount for you.

• Part payments are fine — the invoice becomes Part paid and shows the balance still due. A payment can't be more than the balance.
• Tick Email the client a receipt to send a “Payment received” email.
• Every payment is listed in the invoice's Payments panel and can be removed if it was recorded by mistake.
• If a client presses I've paid this invoice in their portal, the invoice shows Client says paid and you get an email. Record the payment once it arrives.

Credit notes, void & duplicate

Every invoice has an Activity timeline recording who created, edited, sent, viewed, reminded, paid, credited or voided it, and when.

• View changes on an entry shows exactly what changed — line items, totals, dates, client and payments, before and after — with the IP address and browser it came from.
• View email on a sent invoice or reminder shows the exact subject, recipients and message that went out.
• The top of the timeline shows Audit trail verified when no entry has been altered since it was written.

Recurring invoices

Open an invoice and choose More → Make recurring. A copy is created on each date with a new number.

The Recurring button on the dashboard lists every schedule with its next date and how many invoices it has created, and lets you Pause or Resume each one. Open the invoice's schedule to change it or Stop repeating.

Invoice settings

Click the gear icon on the dashboard. Settings apply to new invoices across your whole workspace; only a primary admin can change them (other admins can view them).

Use my own invoice template

People who can change invoice settings and use AI can upload an invoice they already send (PDF, JPG, PNG or WebP, up to 5 MB) from Design in the invoice editor, or from Invoice settings. The built-in AI assistant recreates its layout as a template, shown with sample data. Choose Save template to add it to your company's designs, Try again or Discard.

• The file is read by the built-in AI assistant. We hold it briefly while that happens, then delete it. Upload a sample or a blanked invoice if you can.
• Amounts, names, dates, tax numbers and bank details always come from TeamTrackin. Templates hold layout and labels only, and one that seems to contain real names, amounts, IDs or bank details is refused.
• It uses AI credits, and you see the cost afterwards. An attempt that doesn't work uses none.
• It runs in the background, so it can take a few minutes at busy moments. You can close the panel: a finished template waits for you there for 30 days, from any tab or device, with no new charge, until you save or discard it.
• Your template is used everywhere the invoice appears: the dashboard, PDFs, emails, print, the public link and the client portal, including credit notes and paid, void and draft marks.
• If a template has no place for something on an invoice, such as tax rows or payment details, it is added at the foot of the page so the totals still add up.
• Each company can keep up to 10 of its own templates, and only that company can use them. You can rename or delete one, but not edit its layout, so invoices you have sent never change. Invoices already using a deleted template keep their look; new invoices use your default design.

What your client sees

The secure invoice link

The link in your email opens the invoice in the browser — no account needed. It shows the amount or balance due and the due date, Download PDF and Print buttons, your bank details with copy buttons and the payment reference to quote, and any payments already received. It also shows clear banners when an invoice is overdue, paid in full, cancelled or a credit note.

The client portal

Clients with portal access see an Invoices page with To pay, Overdue and Paid totals and Unpaid / Paid / All tabs. Opening an invoice shows the balance, how to pay, payments received, Download PDF and Print, and an I've paid this invoice button to let you know they have paid. Drafts are never shown to clients. See the Client Portal guide for inviting clients.

Invoice statuses