Invoice Management with AnyDB
Overview
This guide walks you through managing customer invoices using AnyDB. You'll learn how to create, send, and track invoices using a standardized template—without switching between tools or spreadsheets.
Business Problem
Many businesses rely on inconsistent formats (PDFs, Word docs), manually tracking payments, or emailing static files. These methods lack structure, require redundant work, and offer no built-in way to follow up or view invoice status in one place.
Solution Summary
With the Invoice Template in AnyDB, you can:
- Create invoices using a consistent, structured format
- Share invoices publicly or privately
- Track payment status and due dates
- Assign follow-ups or reminders
- Visualize payment trends and overdue invoices
Step-by-Step Instructions
1. Create the Invoice
- Go to your Invoices Database
- Click + New Item
- Select the Invoice Template
2. Fill in Invoice Details
Use the fields provided in the template:
- Customer Name
- Invoice Date and Due Date
- Line Items Table: Description, Quantity, Rate, Subtotal
- Taxes and Discounts
- Total Amount
- Notes or Payment Instructions
3. Share the Invoice
- Click the Share button on the top-right of the document
- Choose a private share (with guest login) or public link
- Send via email, chat, or direct link
- The recipient can view the invoice securely but cannot edit it
4. Track Payment Status
- Update the Payment Status field (Unpaid, Paid, Partial)
- Record the Payment Date
- Optionally attach proof of payment (image, receipt)
5. Follow Up
- Assign the invoice to a team member for follow-up
- Set a Follow-Up Date to trigger reminders
- Use filters like Unpaid Invoices or Overdue Invoices for visibility
Data Model & Structure
| Field | Description |
|---|---|
| Customer Name | Linked to customer record (optional) |
| Invoice Date | When the invoice was issued |
| Due Date | Payment due date |
| Line Items Table | Itemized list of products/services |
| Taxes / Discounts | Optional percentages or fixed values |
| Total Amount | Auto-calculated from line items |
| Payment Status | Paid, Unpaid, Partial |
| Payment Date | Date payment was received |
| Follow-Up Owner / Date | Internal field for tracking reminders |
| Share Settings | Public or private access |
Reporting & Views
-
Saved Views: Create filtered views for:
- Unpaid Invoices
- Overdue Invoices
- Paid Invoices This Month
-
Dashboards: Track invoice totals, payment status, and overdue accounts
Sharing & Collaboration
- Public share links for customer access
- Private sharing with login for sensitive invoices
- Assign team members to manage follow-ups
- Use reminders to automate billing workflows
Tips & Best Practices
- Set a follow-up reminder automatically when setting a due date
- Use reference fields to link invoices to customers and projects
- Save frequently used invoices as a base template for future reuse
- Attach documents (e.g., contracts, receipts) to the invoice document
Who This is For
- Freelancers and Small Businesses – Project-based billing
- Finance Teams – Recurring invoice tracking and reporting
- Operations – Managing internal and external vendor invoices
- Customer Support – Responding to billing queries with visibility
Why Use AnyDB for Invoice Management
| Benefit | How AnyDB Supports It |
|---|---|
| Consistent Templates | All invoices follow a professional, standardized structure |
| Real-Time Collaboration | Team members can share, review, and follow up easily |
| Centralized Records | All invoices, payments, and communications in one place |
| Flexible Sharing | Send links instantly via email, chat, or workflow automation |
| Built-In Reminders | Never miss a due date or payment follow-up |
| Custom Dashboards | Monitor financial trends, overdue payments, and performance |
With AnyDB, invoicing becomes a streamlined part of your daily operations. Create it, send it, track it—all from one centralized, collaborative platform.