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Automate Invoicing Workflow

Business Tier helps you move from invoice creation to payment tracking with less manual work.

The invoicing workflow is built around four ideas: create clean invoices, send or share them easily, collect payment through Stripe, and keep cashflow updated in Fina.

Create an Invoice​

  1. Open the Business module.
  2. Go to the Invoices tab.
  3. Click Invoice.
  4. Choose a customer.
  5. Set invoice number, status, issue date, and due date.
  6. Add invoice items.
  7. Add tax and notes when needed.
  8. Click Save.

Invoice items include an item ID, description, quantity, and unit price. Fina calculates line totals, subtotal, tax, and invoice total automatically.

Use Preset Services​

If you configured preset services in Business Settings, you can add them while creating an invoice.

This is useful for repeated work such as retainers, sessions, packages, or standard project fees. Instead of retyping the same invoice items, choose a preset and adjust it only when needed.

Preview the Invoice​

You can preview an invoice before sending it.

The preview uses your Business Settings, including business name, logo, address, contact details, accent color, and footer note. This helps you catch missing customer information, wrong line items, or awkward formatting before the customer sees it.

If Stripe is connected, you can create a payment link for the invoice.

After the payment link is created, Fina copies it for you so it is ready to share. The link can be sent to your customer directly or included in the invoice email workflow.

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Stripe must be connected in Business Settings before Fina can create payment links.

Send the Invoice​

You can send invoices to customers by email when the customer has a valid email address.

The email uses your business identity and includes the invoice link. You can also preview or download the invoice when you want to review or share it another way.

Track Invoice Status​

Invoices can move through these statuses:

  1. Draft: not ready to send yet.
  2. Sent: shared with the customer.
  3. Paid: payment has been received.
  4. Overdue: due date has passed and payment is still not recorded.
  5. Void: invoice should no longer be collected.

Fina also checks the due date when showing invoice status, so invoices that pass their due date can be treated as overdue.

What Happens When an Invoice Is Paid​

When a Stripe checkout payment is completed, Fina can handle the follow-up automatically:

  1. Mark the invoice as paid.
  2. Notify the business owner that the invoice was paid.
  3. Create a matching income transaction for the selected business checking account.

This is where Business Settings matter. To let Fina record the paid invoice into cashflow, choose the Business Checking Account in Settings before sending invoices.

Why Paid Invoice Transactions Matter​

A paid invoice is income, but it only helps your cashflow analysis if it appears in your financial data.

By recording paid invoice income into your selected business checking account, Fina helps you see business revenue in the same place you review spending, categories, trends, and cashflow.

This reduces the gap between billing work and financial review.

Manual Status Updates​

Sometimes a customer pays outside the Stripe payment link.

For example, they may pay by check, bank transfer, cash, or another payment method. In that case, you can manually mark an invoice as paid after you confirm payment.

Use manual status updates carefully. They are helpful for offline payments, but you should only mark an invoice paid when the payment is actually received.

For most businesses, this workflow works well:

  1. Add or confirm the customer.
  2. Create the invoice.
  3. Add preset services or manual line items.
  4. Preview the invoice.
  5. Generate a Stripe payment link if you want online payment.
  6. Send the invoice.
  7. Let Fina update the invoice and cashflow when payment is completed.
  8. Review business income in your Fina transactions and cashflow views.

The result is a cleaner process from customer work to business cashflow.