Payments and reminders
Record invoice payments, schedule or send payment reminders, generate recurring invoice drafts, and keep bank details ready for invoices.
- Who can use this
- Members who can manage invoices record payments, send reminders, and manage recurring invoices
- Owners and admins manage bank accounts
On this page
Explore workflow diagram
Workflow diagram
Payments and reminders
Workflow diagram. The text on this page has the exact steps and permissions.
Overview
After an invoice is sent, Flopinio tracks what has been paid, what is still due, and which reminders went out. Every payment, reminder, and generated invoice is recorded in the invoice history.
Record a payment
Open an invoice and record a payment with the amount, paid-on date (today by default), payment method, reference, and notes.
- A partial payment reduces the amount due and keeps the invoice sent.
- When the amount due reaches zero, the invoice is marked paid.
- Each payment is listed on the invoice and recorded in its history.
Payment reminders
Reminders email the client's address with the amount due.
- Schedule a reminder for a date with an optional message. Scheduled reminders are sent automatically when they are due.
- Send a reminder now to deliver the next pending reminder immediately, or create one for today.
- Reminder types are upcoming due, overdue, or manual.
- Paid and canceled invoices cannot receive reminders. Failed sends are recorded on the invoice.
- Demo and sandbox invoices record reminders without sending real email.
Example
Collecting Northstar's July invoice
The July invoice is due on 15 August. You schedule an upcoming-due reminder for the 12th. Northstar pays half on the 10th, so you record that payment and the invoice stays sent with the rest due. The reminder goes out on the 12th with the remaining amount. On the 24th you record the second payment, and the invoice is marked paid.
Recurring invoices
Create a recurring invoice schedule from the Invoices page for fixed, repeating billing.
- Choose a client, cadence (weekly, monthly, quarterly, or yearly), interval, and whether each run bills the current or previous period.
- Add line items at the default rate or a custom rate, plus due days, notes, an advance payment, and an optional payment collection link.
- Each run creates a draft invoice. Turn on auto-send to send it right away instead.
- Due schedules are checked every hour, or use Run now. Tracked time is not imported automatically into recurring drafts.
Bank accounts
Owners and admins add bank accounts in Company settings with the account name, bank name and address, account number or IBAN, SWIFT or routing number, intermediary bank details, and currency. Mark one as primary, and choose an account on invoices or recurring schedules so payment details print on the invoice.
FAQ
Can I record a partial payment?
Yes. The invoice stays sent with the remaining balance until payments cover the full amount.
Are tracked hours added to recurring invoices?
No. Recurring invoices use the line items on the schedule. Bill tracked time with a normal invoice and the time-entry import.