How to Track Invoices from Issue to Payment in Planfix
To track invoices from issue to payment, you need statuses, amounts and due dates in one place, not scattered across spreadsheets and email. The Invoices ready-made solution is a prebuilt Planfix configuration that sets this up, with invoice statuses, document templates, a Kanban board and billing reports. This 2:45 video shows how to create invoices, track their statuses and analyze financial data through reports.
What the video covers: invoices, Kanban board, billing reports
- How a prebuilt Planfix configuration simplifies and automates invoicing.
- How to create invoices (YouTube chapter “Invoices”, 0:19).
- How to follow invoice statuses on the Kanban: Invoice planner (chapter “Kanban: Invoice”, 1:36).
- How to analyze financial data in the billing reports (chapter “Billing Reports”, 2:11).
How to track invoices in Planfix, step by step
Step 1. Install the Invoices solution
Only administrators, including the primary account admin, can install solutions. Click Install solution on the solution page, or go to Account management → Solutions, click Install solution, choose Invoices and click Install. Check your plan first: the solution page lists a required plan, and buttons, which create the main invoice document, are available only on Plan B and Plan X. The package adds the Invoice object, the Billing Team employee group, the Billing workspace for invoicing and payment workflows, and demo tasks.
Step 2. Create an invoice and add line items
Each invoice is a task based on the Invoice object, which holds the fields an invoice needs, including:
- Invoice Number: a unique invoice number;
- Invoice Date: the issue date;
- Billing Contact: the payer’s contact person;
- Payment due: the due date for payment;
- Account currency: the currency of the invoice;
- Notes / Payment terms: terms of payment and additional notes.
The Item/Service data tag adds products and services, and the TAX data tag adds tax types and rates. The Catalog, Taxes, Discount and Account currency directories hold your products and services, taxes, discounts and currencies. SUBTOTAL adds up the Item/Service lines before taxes and discounts, the TAX field totals the tax, and INVOICE TOTAL is the final amount with taxes and discounts.
Step 3. Generate the invoice document
The main template, Invoice – t.xlsx, creates the invoice document from a task button linked to the invoice; two alternative .xlsx templates can be used in processes or button settings. Values from the task fill in the template, the logo from the Logo main field is inserted, and the file can be attached to the task. You can also build your own invoice document templates in Word or Excel and output them as Word, Excel or PDF.
Step 4. Move invoices through statuses on an invoice Kanban board
The solution comes with three invoice statuses:
- Send Invoice: the invoice is sent to the customer;
- Awaiting Payment: the invoice is issued and waiting for payment;
- Payment Received: the payment is confirmed.
The Kanban: Invoice planner is an invoice Kanban board that groups invoices by status. Dragging an invoice to another column changes its parameters, such as status. The Invoices task filter tracks the current status of active invoices.
Step 5. Analyze payments in the invoice reports
Two Planfix reports come with the solution. Invoice Payments gives an overview of payments received for invoices, and Detailed Invoice Report breaks down issued invoices, including amounts, taxes and discounts.
Example: one invoice from issue to payment
Take an invoice for two services. The task gets an Invoice Date, a Payment due date and two Item/Service lines. A task button creates the document from Invoice – t.xlsx, and the invoice moves to Send Invoice when it goes to the client, then to Awaiting Payment. Unpaid invoices stay in that column of the Kanban: Invoice planner and in the Invoices filter, and their Payment due dates show which ones are overdue. When the client pays, Payment Amount and Invoice Payment Date record the payment, the status changes to Payment Received, and the Invoice Payments report gives an overview of payments like this one.
Who the invoice tracking workflow is for
It fits teams that bill clients and need to see at a glance what is paid and what is not:
- Service companies and agencies: bill clients for products and services from one catalog and track unpaid invoices by status.
- Finance managers: check received payments and invoice amounts, taxes and discounts in two built-in reports.
- Teams leaving spreadsheets behind: replace a manual invoice tracking template with statuses, a board and document generation.
FAQ
Can I customize the Invoices solution after installing it?
Yes. Installed objects are no different from ones created manually, so you can edit or delete them; see how ready-made solutions work. To remove the solution, go to Account management → Solutions → Installed, select it and click Delete; you can reinstall it later.
Does the Invoices solution handle taxes, discounts and currencies?
Yes. The TAX data tag holds tax types and rates, Discount Amount is the discount calculated in currency, and INVOICE TOTAL is the final amount with taxes and discounts. The Account currency directory lists available currencies, and the Account currency field sets the invoice currency.
Does the solution issue invoices on a schedule?
Not out of the box: the package tracks statuses and payments. Planfix recurring tasks can be used to issue invoices, and this guide shows how to issue invoices on a schedule.
Start tracking invoices in Planfix
Install the Invoices solution, walk the demo tasks through the three statuses, then adjust the fields and templates to match your own invoices. New to Planfix? Start your free trial.
This video was featured in What’s New in Planfix: June 2025.
