The Finance area shows what clients owe, when it should arrive and which invoices need a nudge. This guide covers reading it, sending invoices and reminders, recording payments (full or partial), undoing a payment recorded by mistake, and sending from a shared billing mailbox.
01Who can do this, and what it needs
Everything here needs the Finance feature on your workspace. Recording payments, editing invoices, sending invoices and reminders, and connecting the accounting mailbox are billing operations: you must be an admin of the workspace, not only a member. Credit notes also need Finance and are covered in their own guide.
Where
Finance
The page is titled Invoices & Billing. Use New invoice to raise one by hand and Import for historical invoices.
02Read the receivables cards
Four cards sit at the top: Total Receivables, Pending Payments, Overdue Amount and This Week. A red banner appears when anything is overdue and a second one when money is expected this week.
Reporting totals / By currency
The first button is named after your reporting currency, for example USD totals, and converts everything into it. By currency lists each invoice currency separately and never adds them together.
Gross / Net / Tax only
Appears once any receivable carries tax. It switches the card figures between the full amount, the amount before tax and the tax alone.
03Read the cash-flow chart
Under the cards is a 13-week line: the four weeks before this one, this week (marked Today) and the next eight. Weeks start on Monday. Past weeks show what was due and is still unpaid; future weeks show what Revvly expects to collect. Below it sit Outstanding, Past due and Collected (30d).
Mouse
Move over the chart. A panel shows the week, the total per currency and the invoice count.
Touch or pen
Tap the chart, since there is no hover. Tap another point to move the panel.
Keyboard
Tab to the chart, then use the left and right arrows to step week by week, Home and End to jump to the first and last week, and Escape to close the panel.
The panel
Lists up to 6 invoices by size, each linking to the invoice, then "+N more". Past weeks are labelled Due (unpaid), future weeks Expected.
04Work the tabs
Badges on Awaiting, Discrepancies and Unmatched show how many items are waiting. The dashboard also links to /finance?tab=awaiting.
All Invoices
Every invoice, sortable, with a status filter. The filter includes Awaiting Usage for held drafts.
Past Due
One row per client with overdue invoices: total overdue, invoice count and days overdue. Over 30 days is Critical, over 7 is Warning, anything newer is Recent. Remind sends a reminder for each overdue invoice that client has (up to 100). View opens the client.
This Week
Invoices expected to be paid this week, with a Mark Paid action on each.
Awaiting
Invoices held as drafts because a metered reading is missing or the period is not sealed. They have no number or due date yet and issue by themselves once the reading is captured or waived. Waiting turns red after 7 days.
Expected Collections
Expected cash by date. Selecting a row drills into All Invoices for that week.
By Week
Amount due per week, with the invoice count and each week as a share of the total, plus the average, highest and lowest week.
Discrepancies
The same invoice arrived from two sources with different values. Resolving them is covered in the Merge, delete and undo guide.
Unmatched
Imported invoices not tied to a subscription. Select one row, then Link to Subscription or Create Subscription.
Tax
Tax collected, kept apart from revenue. Shown only when the workspace has the Tax add-on.
05Send an invoice or a reminder
Open the invoice and use the first button in Next steps. It reads Send invoice until an email has gone out for that invoice, then Send reminder, or Send overdue notice when it is past due. A panel opens with the recipients, subject and message filled in from a template.
Where
Finance
open an invoice
Next steps
Send invoice
Revvly will not send a reminder for an invoice that is already paid.
Template
First send: Invoice or Custom. After that: Friendly nudge, Overdue notice, Final notice or Custom. Wording is editable under Library, Templates.
To and Cc
Pick from the client’s contacts that have an email address. At least one To address, a subject and a message are required.
Send from
Revvly, My Gmail (if you connected one) or Accounting mailbox (if your workspace has one). See section 11.
Attach invoice PDF
On by default when the invoice has files. If the PDF cannot be loaded, a mailbox send stops and tells you rather than sending without it.
Track opens
Records open events in the client conversation.
Reply-To
When Revvly sends, replies go to the Email in Settings, Invoice, or the workspace contact email if that is empty. A send from a Gmail mailbox comes from that mailbox, so replies go there.
Warnings
The panel tells you how many days overdue the invoice is, and warns when the invoice is not due for at least 5 days and a reminder has already gone out.
Failures
A send the provider did not deliver to every To and Cc address is reported as a failure with the reason, not shown as sent. Each attempt, successful or not, is recorded against the invoice.
06Payment terms and automatic reminders
The due date is the issue date plus the payment terms. Set a default under Settings, General (a number of days, 30 unless you change it, or Due on receipt) and override it per client. Due on receipt is zero days: the due date is the issue date. On New invoice the Payment terms field starts from the client override, then the workspace default, and you can change it for that one invoice.
Every day at 09:00 server time Revvly emails unpaid invoices (Pending or Overdue) whose due date is exactly 7 days away, today, or 1, 7, 14 or 30 days past. It skips a stage already sent in the last day and any client with no email address. Turn this off with Automatically send emails; while it is off the daily run sends nothing for your workspace and you send reminders yourself. The default is on.
Where
Settings
General
Automatically send emails
07Record a payment, in full or in part
Use Mark as paid (also on Finance, This Week and the All Invoices row menu). The panel is titled Record a payment and asks for Amount received, prefilled with the outstanding balance, and the payment date.
Full amount
The invoice becomes Paid and drops out of receivables.
Less than the balance
The button reads Record part payment. The invoice stays Pending or Overdue with the remainder outstanding, so it keeps appearing in receivables and in reminders.
More than the balance
Recorded in full and the invoice settles. The panel states the overpayment.
Payment date
Set it to the day the money arrived, not the day you are typing.
Repeat payments
Each payment is added to the invoice’s payment list. Payments pushed in through the payment webhook land in the same list.
Paid is reversible, for a bounced transfer or a payment matched to the wrong invoice. Open the invoice, choose Edit invoice and untick Mark as paid. The panel warns that saving reopens the invoice as Pending or Overdue, depending on the due date.
Payment and reopening
Pending or Overdue
Unpaid. Appears in receivables and reminders.
Full amount
The invoice becomes Paid and leaves receivables.
or
Part payment
The remainder stays outstanding on the same invoice.
Edit invoice
Untick Mark as paid on a Paid invoice.
Reopened
Back to Pending or Overdue, by due date.
A part payment leaves the rest outstanding, and Paid can be reopened by editing the invoice.
What is reversed
The payment date is cleared. The collected amount goes back to outstanding, recorded as a reversing entry on the payment list rather than by deleting the original. The expected payment date falls back to the due date if it was empty. The invoice moves from collected cash back into the expected collections.
What stays locked
On a paid invoice the invoice number, issue date and line items cannot be changed. Status, payment dates and notes can. To correct the amounts, issue a credit note.
Replays
The original payment’s idempotency key is kept, so a webhook that retries the payment you reversed does not apply it again.
What is not allowed
Paid cannot go straight to Cancelled or Failed. Cancelled is final for every invoice.
09Zero-total invoices settle themselves
An invoice that totals exactly zero, such as a fully discounted renewal, a free first period or a usage period with no usage, has nothing to collect. Revvly marks it Paid at its invoice date instead of letting it go overdue and trigger reminders. This applies when the invoice is created, when its PDF is recomputed and when you edit its line items. Only Pending and Overdue invoices are settled this way. A negative total (a credit note) and an invoice you cancelled or marked Failed are left alone, and a zero-total paid invoice stays editable.
10The invoice detail action rail
Next steps changes with the invoice status. The page has three tabs: Preview, Details (including Invoice files and the PDF) and Activity.
Pending
Send invoice (or Send reminder once an email has gone out), Mark as paid, Edit invoice, Cancel invoice, Regenerate invoice.
Overdue
Send overdue notice, Mark as paid, Adjust terms, Write off, Regenerate invoice.
Failed
Mark as paid, Retry / request payment, Edit invoice, Cancel invoice.
Paid
Edit invoice. This is where you reopen it, see section 08.
Cancelled
Edit invoice for notes and files only. Cancelled is final.
Any issued invoice
Issue credit note, added at the bottom. See the Credit notes guide.
11Send from a shared accounting mailbox
The accounting mailbox is one Gmail account owned by no user, such as [email protected]. Anyone who can send an invoice can pick it as the sender, and it signs off with its own signature.
Where
Settings
Integrations
Accounting mailbox
Connect Gmail account
Connecting, editing the signature and disconnecting are admin only. The card says so if email is not configured for your environment.
Signature
Add signature or Edit signature writes one. Import from Gmail replaces it with the signature set in that Gmail account. In the send panel an Accounting signature switch turns it off for one email.
Disconnect
Nobody can send from it until it is connected again. The signature is kept. A checkbox also deletes the emails the mailbox sent or received from Revvly; leave it off to keep them on client records.
The guard
Sending as the accounting mailbox is the one deliberate use of the shared address. A send made as a person must go out from that person’s own Gmail. If they have none it fails with No connected mailbox for the sending user. Connect Gmail in your profile to send from it. so a colleague’s client email can never leave under the billing address.
12Invoice header and payment options
Your name, address and logo on every invoice come from Settings, Invoice, and your bank details from the Payment Information block in the same place. Both are covered in Customize your invoices.
To offer a different way to pay on one invoice only, open it, go to the Details tab and choose Add payment option (it reads Payment options with a count once some exist). Each option takes bank name, account name, account number, IBAN, SWIFT / BIC, routing / sort code, branch code and bank address, and is printed on that invoice. Credit notes ask the client for nothing, so they have no payment options.