Workspace369 billing connects invoices and payment status to the client and the work being delivered. Use accurate client, product, tax, and payment settings before sending a document.
For the standard workflow, see Create, send, and track an invoice. For installment, credit, and prepaid arrangements, see Payment plans, credits, and retainers.
Prepare an invoice
Confirm the following before sending:
- The invoice belongs to the correct client.
- Recipient contact information is current.
- Line items, quantities, prices, discounts, and taxes are accurate.
- Payment terms and due date match the agreement.
- The document presentation and numbering are appropriate.
Send and monitor
Send the invoice through the available client-facing workflow, then monitor delivery and payment status. Avoid creating a duplicate invoice when the existing record only needs a correction or follow-up.
Keep payment context connected
When payment is received, confirm that the status and amount update the intended invoice. Payment plans, split payments, credits, retainers, and other advanced billing behavior should remain attached to the same client history.
Use credit notes appropriately
Use a credit note when you need a formal billing adjustment rather than deleting historical financial context. Confirm how the credit affects the outstanding balance and any related reporting.
Protect financial access
Finance permissions should be limited to teammates who need to create, approve, collect, reconcile, or report on billing. Client-scoped users should not gain broader finance visibility simply because they can access a client.
Resolve a payment mismatch
When a payment does not appear where expected:
- Confirm the client and invoice identifiers.
- Check the payment status and amount.
- Verify whether the payment was split or attached to another billing record.
- Review workspace payment configuration.
- Contact support with the invoice reference and expected result without sending full card or bank details.