Finance
Invoices and payments received
Create and send invoices with a PDF and a pay link, follow delivery, send reminders, and record the payments that settle them.
On this page
Invoices ask a customer to pay. In Unobits an invoice is billed to a CRM contact, sent by email with a PDF and a View and pay link, and settled by payments recorded against it — taken online or entered by hand.
- View invoices
- View Finances
- Create, send, remind and record payments
- Manage Finances (owner-sensitive)
- Pay links
- A connected Stripe or Paystack account
- Invoice email
- A connected organization mailbox, or Unobits sending
- Where
- Finance → Receivables (
/finances/receivables)
Create an invoice#
In Finance → Receivables, choose New invoice — or Create invoice on a CRM record, or open an invoice from an accepted quote.
Choose who it is billed to. This is a CRM contact; their name and email always come from CRM, so renaming them in CRM updates the invoice.
Add lines — a description, quantity and price for each. Lines can use an account to say where the revenue is booked.
Set the due date and any notes. If sales tax is switched on in settings, it is added at your rate.
Save. The invoice is a Draft until you send it; drafts do not affect your books and show Draft instead of a number.
Send it#
Choose Send. Unobits:
- Posts the invoice to the books and gives it its number,
- Emails it with the PDF attached and a View and pay link, from your organization's invoice mailbox — or, if none is connected, through Unobits under your organization's name,
- Records the attempt on the invoice's Emails section, with Try again if delivery failed.
Replies to the invoice email land in the mailbox it was sent from, so you can read them in Email. Choose which mailbox in Finance settings.
Download PDF is available on every invoice.
Get paid#
Online, through the pay link#
When your organization has connected a payment provider, the View and pay link opens a page where the customer can pay by card. The payment comes back into Finance by itself when the provider notifies Unobits, and settles the invoice. Use Copy payment link to send it another way. A pay link works only for a sent invoice with something still owed. See Take invoice payments online.
By hand#
For bank transfers, cash and cheques, open the invoice and record a payment: the date, the amount, how it was paid (bank transfer, card, cash, other) and a reference. A payment can settle an invoice in full or in part.
Payments received are also listed under Receivables → Payments received. When you import a bank statement, Unobits matches the bank line to the payment you recorded rather than counting it twice. See Bank accounts, statements and reconciliation.
Follow what is owed#
- Receivables lists open invoices — never just the current month, so an overdue invoice does not disappear.
- The lateness ladder groups what is owed: not yet due, 1–30 days late, later, and undated.
- Send reminder emails the customer about an invoice while money is owed. Reminders are sent when you press the button; they are not automatic yet.
- Customers lists everyone you bill, with what each owes now, when they were last invoiced, their payment terms, currency and addresses.
Statuses#
| Status | Means |
|---|---|
| Draft | Not sent. Editable, not in the books. |
| Open / Sent | Sent and waiting for payment |
| Part paid | Some has been paid, some is still owed |
| Paid | Settled in full |
| Overdue | Past its due date and still owed |
Invoices elsewhere in Unobits#
- A CRM record shows invoiced, paid, outstanding and overdue for that customer, with Create invoice and View invoices.
- Automations can react to payments received, failed and refunded.
- Client portals can show statements you issue to a client. See Client portals.