This article refers to our Legacy version for this feature. We highly recommend switching to our new version, detailed here: Send invoices from Upflow ✨Documentation Index
Fetch the complete documentation index at: https://docs.upflow.io/llms.txt
Use this file to discover all available pages before exploring further.
Step 1: Identify invoices to update
From your Invoices list view, use filters to pinpoint invoices that need their status updated. First, we want to use the filter “Status = Unsent”, or click on the blue link at the top of your screen to isolate unsent invoices.
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For Due or Overdue invoices:
Filter by Issue Date. For example, to identify invoices issued before
MM/DD/YEAR, set:- Issue Date → Max = MM/DD/YEAR
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You activated this feature on Dec. 5th, but you’ve already sent all November-issued invoices from another tool and do not wish to send them again using Upflow. Select the “Issue date” filter on “Max = Nov. 30th”.
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For Paid invoices:
Filter by Outstanding Amount:
- Outstanding Amount → Max = 0, to identify unsent invoices that are already paid:
- Outstanding Amount → Max = 0, to identify unsent invoices that are already paid:
Step 2: Update invoice status
Once the filtered results are displayed:| Mark invoices as sent | Manually send invoices |
|---|---|
| If you wish to send the billing email for the filtered invoices, select them, click Actions, then Send, and confirm. |
Automate invoice sending (optional):
- Navigate to Workflows in Upflow.
- Automate the Billing template to send invoices automatically on their issue date.
- Automatic billing emails will be sent once you’re live, according to their issue date. If the issue date has passed by the time you go live, the invoices will be automatically sent the following business day.
Best Practices
- Good to Know: Use the filters strategically to avoid missing invoices that require updates.
- Automation Tip: Automating your workflows ensures invoices are sent promptly, reducing manual intervention.
What are the main differences between the Legacy & new version:
| Legacy | New Version ✨ |
|---|---|
| Unsent invoices were to be managed from the Invoices tab | Each unsent invoice creates a Billing email to be managed from your Actions To-do list |
| Email-only sending | Email, Letter, and SMS supported |
| No clear ownership of billing emails | Billing templates now have owners, as action templates in case of deliverability failure |
| Bulk send only from invoice tab | Bulk send from Actions all tab (limit 200) |
| Mark as sent from the invoices tab | “Ignore” the email action from the Actions > All tab |
| Default automatic send at 6:30 AM UTC | Sends follow your organization scheduling time |
| “Source” filter to identify “Billing” actions in your Actions > All tab | |
| Only the related invoice PDF is attached | You can attach additional invoices’ PDFs and other files |