Invoice Status Tracking
Toolfy keeps a live audit trail from draft to payment. Learn what each status means, where to monitor progress, and how to act when an invoice stalls.
Status meanings
Draft
Invoice created but not sent yet. You can edit everything freely.
Sent
Delivered via email/SMS. The customer now has access to the portal and payment link.
Viewed
The customer opened the invoice—good signal they’re reviewing it.
Partially paid
One or more payments landed, leaving an outstanding balance.
Paid
Balance is £0. Stripe payouts arrive in 1–2 business days.
Overdue
The due date passed without full payment. Automatic reminders kick in if enabled.
Where to monitor invoices
Invoices list
- Navigate to Invoices from the sidebar.
- Status column shows colour-coded labels at a glance.
- Filter by status (Draft, Sent, Viewed, Overdue, Paid).
- Sort by due date to prioritise follow-ups.
Invoice detail page
- Open any invoice to see the full timeline.
- Status badge, outstanding balance, and payment history are front and centre.
- The activity log shows every reminder, view, and payment attempt.
Home dashboard
- Widgets highlight total outstanding, overdue invoices, and recent payments.
- Use them daily to keep cash flow front of mind.
Timeline example
Every invoice logs a chronological feed of events so you can see exactly what happened and when.
- 15 Jan 14:30 – Invoice created (Draft).
- 15 Jan 15:15 – Email sent to customer (Sent).
- 16 Jan 09:45 – Customer opened the invoice (Viewed).
- 20 Jan 11:20 – Part payment received £150 (Partially paid).
- 25 Jan 14:10 – Final payment received £100 (Paid).
Follow-up tip: If an invoice stays “Sent” for more than three days, resend via SMS or give the customer a call—they may have missed the email.
- Use gentle language in early reminders (“Just checking you received this”) and escalate to stronger wording only if required.
- Log any phone calls or agreements in invoice notes so the whole team stays aligned.
Customer interaction tracking
Toolfy records how customers engage with your invoices so you can spot blockers early.
- Email delivered timestamp with success/failure status.
- Portal views and how recently the customer looked at the invoice.
- Payment attempts—including those that failed or were abandoned.
- Reminder history (automatic and manual) so you know what’s already been tried.