Invoicing and Payments

Bill clients and track finances seamlessly with EcoHexagon's comprehensive invoicing and payment management system.

Complete Invoice Management System

EcoHexagon provides professional invoicing with integrated payment tracking. Access via: https://ecohexagon.com/[workspace]/rs/invoices

Creating an Invoice

'Add Invoice' form with fields for Bill Date, Due Date, Client, and line items highlighted.

Method 1: Standard Invoice Creation

  1. Click Sales → Invoices.
  2. Click Add Invoice.
  3. Set Bill Date, Due Date, Client (required); link to project.
  4. Add taxes, notes, line items (import time/expenses).
  5. Click Save.

Method 2: Advanced Invoice Creation

Advanced invoice creation interface showing invoice details setup form with client selection, project linking, line items from time tracking, tax calculations, professional branding options, and payment terms configuration
Example: Complete Invoice Creation Process

Scenario: Creating monthly invoice for "Website Redesign" project

Invoice Details Setup
  • Invoice ID: INV-2025-001 (auto-generated)
  • Client: Acme Corporation
  • Project: Website Redesign
  • Bill Date: 2025-07-16
  • Due Date: 2025-08-15 (Net 30)
  • Currency: USD
Line Items from Time Tracking
  • Frontend Development: 25 hours × $85/hr = $2,125
  • UI/UX Design: 15 hours × $95/hr = $1,425
  • Project Management: 8 hours × $75/hr = $600
  • Subtotal: $4,150
  • Tax (8.5%): $352.75
  • Total: $4,502.75
Professional Invoice Features
  • Company Branding: Logo and business information
  • Payment Terms: Net 30 with late fee structure
  • Payment Methods: Credit card, bank transfer, check
  • Notes: "Thank you for your business. 50% deposit required."
✅ Expected Result: Professional invoice ready for client delivery with integrated payment tracking

Method 3: Automated Invoice Generation

Automated invoice generation setup showing recurring invoice configuration, time-based automation settings, milestone billing triggers, and subscription billing options with scheduling interface

Set up automated invoicing for recurring services and time-based billing:

Recording Payments

Payment recording interface showing payment entry form with multiple payment methods (credit card, bank transfer, check, online payment), payment amount fields, status update indicators, and client notification options
Example: Payment Processing Workflow

Scenario: Processing multiple payment methods for invoice INV-2025-001

Payment Recording Process
  1. Access Invoice: Navigate to invoice INV-2025-001 ($4,502.75)
  2. Record Payment: Click "Add Payment" button
  3. Payment Details: Enter payment information
  4. Status Update: System automatically updates invoice status
  5. Client Notification: Automatic payment confirmation sent
Payment Methods Available
  • Credit Card: Visa/MC/Amex with processing fees
  • Bank Transfer: Direct bank transfer with routing info
  • Check: Physical check with clearing period
  • Online Payment: PayPal, Stripe, or other gateways
Payment Scenarios
  • Full Payment: $4,502.75 - Status: "Paid"
  • Partial Payment: $2,000.00 - Status: "Partially Paid"
  • Overpayment: $4,600.00 - Status: "Overpaid" (credit balance)
✅ Expected Result: Accurate payment tracking with automatic status updates and client notifications

Advanced Payment Features

  1. Multiple Payment Methods: Accept various payment types
  2. Partial Payment Tracking: Handle installment payments
  3. Payment Reminders: Automated overdue notifications
  4. Late Fee Management: Automatic late fee calculations
  5. Payment Reconciliation: Match payments to invoices

Invoice Status Management

Invoice status management dashboard showing status workflow from Draft to Sent to Viewed to Partially Paid to Paid with overdue and cancelled statuses, including status indicators and automatic tracking features

EcoHexagon tracks invoice status automatically throughout the payment lifecycle:

Financial Management Integration

Overdue invoice management interface showing overdue invoice list with days overdue, late fee calculations, follow-up action tracking, escalation procedures, and systematic collection workflow with automated reminders
Example: Overdue Invoice Management

Scenario: Managing overdue invoices with systematic follow-up

Overdue Management Process
  1. Identify Overdue: Filter invoices by "Overdue" status
  2. Review Timeline: Check days overdue and amount
  3. Follow-up Actions: Send reminder emails or make calls
  4. Escalation: Implement collection procedures
  5. Resolution: Process payment or write-off
Overdue Invoice Example
  • Invoice: INV-2025-001
  • Client: Acme Corporation
  • Amount: $4,502.75
  • Due Date: 2025-08-15
  • Days Overdue: 15 days
  • Late Fee: $45.03 (1%)
  • Total Due: $4,547.78
Follow-up Actions
  • First Reminder: 5 days overdue (automated email)
  • Second Reminder: 15 days overdue (personal call)
  • Final Notice: 30 days overdue (formal letter)
  • Collections: 45 days overdue (external agency)
✅ Expected Result: Systematic overdue management with improved collection rates

Invoicing Workflows

Follow these recommended workflows for efficient invoicing:

🔄 Essential Invoicing Workflows

  • Monthly Billing Cycle: Generate invoices → Send to clients → Track payments → Update records (monthly)
  • Project-Based Invoicing: Track project time → Create invoices → Bill clients → Record payments (per project)
  • Client Payment Processing: Configure client portals → Enable online payments → Automate reminders (per client)
✅ These workflows ensure consistent, professional invoicing and payment processing.

Troubleshooting: Common Invoicing & Payment Issues

🚨 Issue: Invoice Not Generating from Time Entries

Problem: Time entries not appearing when creating invoice

Root Cause: Time entries not marked as billable or wrong date range

Solution:

  1. Verify time entries are marked as "billable"
  2. Check invoice date range includes time entry dates
  3. Ensure time entries are approved if approval required
  4. Manually add time entries to invoice if needed
✅ Result: Time entries properly integrated into invoice generation

🔧 Issue: Payment Status Not Updating

Problem: Payment recorded but invoice status still shows unpaid

Root Cause: Payment amount mismatch or processing delay

Solution:

  1. Verify payment amount matches invoice amount exactly
  2. Check for rounding errors in payment amount
  3. Refresh invoice page or navigate away and back
  4. Contact support if status doesn't update within 24 hours

📄 Issue: PDF Invoice Formatting Problems

Problem: Invoice PDF has formatting issues or missing information

Root Cause: Template configuration or browser rendering issues

Solution:

  1. Check invoice template settings
  2. Verify company branding information is complete
  3. Try generating PDF from different browser
  4. Use "Print to PDF" as alternative method

🏦 Issue: Client Portal Payment Issues

Problem: Clients cannot access payment portal or process payments

Root Cause: Portal access settings or payment gateway problems

Solution:

  1. Verify client portal is enabled for client
  2. Check payment gateway configuration
  3. Test payment process with test transaction
  4. Provide alternative payment methods

Advanced Invoicing Features

🚀 Professional Invoicing Features

  • Custom Invoice Templates: Professional branding and layout
  • Multi-Currency Support: International client billing
  • Tax Management: Automatic tax calculations
  • Discount Management: Percentage and fixed amount discounts
  • Deposit Handling: Partial payment and deposit management

📊 Financial Reporting

  • Aging Reports: Track overdue invoices by age
  • Payment Analytics: Analyze payment patterns
  • Revenue Forecasting: Project future revenue
  • Client Payment History: Track client payment behavior

🔄 Automation Features

  • Recurring Invoices: Set up automatic billing cycles
  • Payment Reminders: Automated overdue notifications
  • Late Fee Automation: Automatic late fee calculations
  • Payment Confirmations: Automatic client notifications

🆘 Invoicing & Payment Help Resources

Get Invoicing Help
  1. Quick Help: Troubleshooting Section Above - Common invoicing issues
  2. Detailed Guidance: Email & Localization Settings - Configure automated invoicing and payment reminders
  3. Advanced Features: Client Portal Setup - Enable client self-service payment processing
  4. Expert Support: Financial Support - Professional guidance
Related Invoicing Topics

Need help with specific invoicing features? Contact your system administrator or contact support for invoicing help

💡 Tip: Filter invoices by status for quick overdues.
✅ Best Practice: Send invoices immediately post-project; follow up on overdues weekly.
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