How InvoiceFlow Works

Everything you need to know about the dashboard, invoices, tasks, and settings.

DashboardInvoicesTasksSettingsFAQ

Dashboard

Your home base for revenue and invoice tracking.

Revenue metrics — The top cards show your total revenue, average invoice value, and invoice count. Use the year filter (top-right) to switch between all-time and a specific year.
Invoice status summary — Five status boxes give you a quick count of Finalized, Pending, Completed, Overdue, and Closed invoices. Click any status to filter.
Revenue by location — A chart showing how your earnings are distributed across your saved locations. Useful for identifying your most active markets.
Recent invoices — The most recent invoices sorted by date and status priority. Click any row to open that invoice.
New Invoice — The purple button in the top-right creates a new invoice and opens the invoice form.

Invoices

Create, manage, and deliver professional invoices.

  1. 1
    Create — Click New Invoice. Fill in the client, location, invoice date, due date, and line items (description, quantity, rate). You can add multiple line items and include notes or payment instructions.
  2. 2
    Review — Before sending, open the Review view to see exactly how the invoice will look as a PDF. Check line items, totals, and your business branding.
  3. 3
    Finalize — Finalizing locks the invoice so amounts can't be changed accidentally. This is the step before sending to a client.
  4. 4
    Download PDF — Generate a print-ready PDF with your logo, brand colors, and payment details. Trial PDFs include a watermark; Pro PDFs are clean.
Payment methods: Add your Venmo, PayPal, Zelle, or check details in Settings → Account. They appear automatically on every invoice PDF.

Tasks

Pro

Track jobs through your entire workflow, from intake to submission.

Tasks move through an 8-stage pipeline. Each task shows its current status, deadline, and urgency level (critical if under 7 days, warning if under 15).

You can request deadline extensions — up to 3 extensions per task, with a maximum combined extension of 180 days.

1
Intake

Job received, awaiting initial processing.

2
Active

Work is underway on this job.

3
Scope

Scoping the job requirements or length.

4
Proofread

Transcript or deliverable is being proofread.

5
Awaiting Review

Submitted for client or internal review.

6
Submitted

Final deliverable has been sent to the client.

7
Completed

Job is fully done and closed out.

8
Archived

Moved to long-term storage; removed from active view.

Settings

Configure your account, clients, preferences, and billing.

Account

Set your business name, upload a logo, choose a brand color (Pro), and add contact information. Configure your accepted payment methods — Venmo, PayPal, Zelle, and check details appear on your invoice PDFs.

Clients

Manage your client database. Add, edit, and remove clients. Saved clients are available for quick selection when creating a new invoice.

Preferences

Set your default work location, enable or disable email notifications, and choose a light or dark color theme for the app interface.

Billing

View your current plan (trial or Pro), upgrade to Pro, or manage your subscription via the Stripe customer portal. The portal lets you update your payment method, view invoices, or cancel your subscription.

Frequently asked questions

Where do I find all my invoices?

The Dashboard shows your most recent invoices in the Recent Invoices panel. To see your full invoice list, click any invoice row or use the New Invoice button to start a fresh one. All invoices are associated with your account and are never deleted.

What does finalizing an invoice do?

Finalizing locks the invoice fields so the amounts and details can't be changed accidentally. Once finalized, you can download a clean PDF and share it with your client. You can still view a finalized invoice at any time.

How are Tasks different from Invoices?

Invoices are billing documents sent to clients for payment. Tasks are internal job-tracking records — they let you track a job through your workflow stages (Intake → Submitted → Completed) before or alongside generating an invoice. Tasks are a Pro feature.

How do I add my logo or change my brand colors?

Go to Settings → Account tab. You can upload a logo image and choose a custom brand color. These are applied to your PDF invoices and the settings page. Brand color customization requires a Pro subscription.

What does a Pro subscription unlock?

Pro gives you unlimited invoices, PDF downloads without a watermark, custom brand colors, the full Tasks pipeline, and priority support. Trial accounts are limited to 10 invoices and include a watermark on PDFs.

How do I cancel or manage my subscription?

Go to Settings → Billing tab and click Manage Subscription. This opens the Stripe customer portal where you can cancel, update your payment method, or view billing history. Cancellations take effect at the end of the current billing period.

Still have questions? Contact us