Learn guide
How to send an invoice
Invoices turn approved work into a client-ready billing document while preserving the review details the client already accepted.
Steps
Send the invoice from approved work.
Review detail
Approved work is ready to become an invoice.
Client
Acme Studio
June 2026
$1,260.00
$180.00
$1,440.00
Invoice
Generate a draft invoice from this approved review.
Step 1 of 6
Open the approved review
Open the approved review that should become an invoice. Approved reviews keep the work and totals aligned with what the client accepted.
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Detailed guide
Send an invoice in Otterflow, step by step
This text version explains how an approved review becomes a draft invoice, then a sent invoice that can be tracked for payment.
Step 1
Start with an approved review
Start from a review that the client has approved. Otterflow generates invoices from approved work so the invoice stays aligned with the details the client already accepted.
Step 2
Generate the invoice draft
Use the invoice panel on the approved review to generate a draft invoice. The draft is based on the approved review lines, client details, business details, currency, taxes, and billing settings available at that moment.
Step 3
Check the draft invoice fields
Open the invoice draft and check the invoice number, invoice date, due date, currency, VAT or tax handling, and whether the review PDF should be attached. Draft invoices can still be reviewed and adjusted before they are sent.
Step 4
Complete billing information
Complete missing business and client billing information before sending. Your business details appear as the sender, and the client's billing contact, billing email, address, country, and payment terms control how the invoice is addressed and delivered.
Step 5
Confirm payment terms and due date
Use the client's payment terms to calculate the invoice due date. If the client has 14-day or 30-day terms, Otterflow can apply that timing during the invoice step so the due date is consistent with the client agreement.
Step 6
Preview the invoice document
Preview the invoice document before sending. The preview lets you inspect the client-facing invoice layout, approved work details, totals, tax treatment, payment information, and any attached review document.
Step 7
Download the PDF if needed
Download the PDF when you need a local copy or want to inspect the file outside the browser. This is useful before sending the first invoice to a client or when you want to keep a separate record.
Step 8
Send the invoice
Send the invoice when the draft is complete. Otterflow emails the invoice PDF to the client billing email and marks the invoice as sent. After sending, the invoice moves into payment tracking rather than remaining an editable draft.
Step 9
Track payment status
Track the invoice after it has been sent. Sent invoices remain outstanding until they are marked as paid. If a sent invoice becomes overdue, it appears as a follow-up item so you can keep payment collection visible.