Send it and get paid
From draft to paid — issuing, sending, recording payment, and correcting a mistake without breaking your numbering.
An invoice moves through four steps: draft → issued → sent → paid. This is the route through them, and what to do when something goes wrong on the way.
In short
- Open the draft and click Issue — the invoice gets its final number.
- Click Send and check the covering email.
- Once the money arrives: Actions → Mark paid.
Step by step
Issue the invoice
A draft is still freely editable and has no number yet. Issue commits it: it takes the next invoice number, and the lines, amounts and address details are frozen.
While the status is Draft, everything can still be changed through Edit.
After issuing, Download PDF and Send appear.
Send it to your customer
Send opens a window where you can adjust the covering email before anything leaves. The subject and message are pre-filled from your invoice communication step.
On the right you see exactly how the email will reach your customer, in your own branding.
Record the payment
Once the amount is in your account, mark the invoice paid by hand through Actions → Mark paid.
The payment date joins the invoice details, and the activity list keeps the whole history.
WhyBecause there is no bank connection, Schedulinq cannot know on its own that you have been paid. So this step is not administrative tidiness: it decides whether your customer still gets a reminder, and whether the invoice keeps showing as outstanding in your overview.
The statuses
In the overview you can filter by status, year and search term.
| Status | What it means |
|---|---|
| Draft | Still freely editable, no number yet. Can be removed without consequence. |
| Issued | Committed and locked. Has an invoice number but has not been sent. |
| Sent | The covering email with the PDF has gone to your customer. |
| Paid | You have recorded the payment. |
| Overdue | The due date has passed and the invoice is still open. This happens automatically. |
| Credited | A credit note has been raised against it. |
Correcting a mistake
Which route you take comes down to one question: has the invoice been paid?
Not yet paid → Revert to draft
Latest invoice onlyIf the invoice is Issued or Sent and is the most recently issued one, you can reopen it through Actions → Revert to draft. The invoice number is released and reused at the next issue.
This is the clean option while no money has changed hands: you correct the invoice itself instead of putting a second document beside it. It only works on the latest invoice, because taking a number out of the middle leaves a gap in the sequence.
Already paid → Credit
Creates a credit noteA paid invoice is not undone but set right: Actions → Credit creates a credit note that books the amount back. The original invoice becomes Credited and is kept, with a link to its credit note.
A paid invoice has already reached your bookkeeping and your customer. Changing it after the fact would make the trail untrustworthy; a credit note shows what actually happened.
Frequently asked questions
Can I send an invoice again? Yes. Send stays available even after the invoice has been sent or paid, and your customer receives the email with the PDF again.
My customer has no email address. You can type any address you like in the send window — it does not have to be the one on the customer record. If you would rather not email at all, use Download PDF and send it yourself.
What if I invoiced too little? Credit the original invoice and raise a new one for the correct amount. A paid invoice cannot be increased.
Why is there no payment link? There is not one yet. Payment is by bank transfer; the details are on the PDF.
Drafting an invoice is covered in Create an invoice.