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Help Center / Invoicing & payments / Sending and tracking invoices
Sending and tracking invoices
What each invoice status means, how reminders work, and the actions on every invoice.
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Created but not sent. Only your team can see it. |
| Sent | Emailed to the client. They haven't opened it yet. |
| Viewed | The client has opened the invoice. |
| Overdue | Past its due date and still unpaid. Orbinly sets this automatically. |
| Paid | Paid in full. |
| Void | Cancelled. No longer payable. |
Actions on an invoice
- Send: emails a draft to the client.
- Send reminder: the bell icon on any sent, viewed or overdue invoice emails the client a nudge.
- Copy payment link: a link the client can use to pay without signing in.
- Download PDF: opens a clean, printable version of the invoice.
- Mark paid: records a payment you received another way, such as a bank transfer.
- Delete: removes an invoice you no longer need.
Automatic overdue handling and reminders
Every day, Orbinly checks your unpaid invoices:
- Sent or viewed invoices that are past their due date are flipped to Overdue. This also fires the
invoice.overduewebhook and any automation that starts on overdue invoices. - Clients get a reminder email automatically 1, 3, 7, 14 and 30 days after the due date, once at each point.
- Your dashboard's Attention required banner counts overdue invoices.
Reminders go to the contacts who are allowed to see billing, and only if client email notifications are on for your portal. See Email notifications for your clients and Contact roles and permissions.
Want a custom follow-up (for example, a friendly message at 7 days overdue)? Build it with an automation that triggers when an invoice becomes overdue.
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