Invoices

Invoices live at Invoices in the Finance section and are visible to admins and anyone carrying finance access. Most of them arrive on their own: when a customer accepts a quote, OtiumWork creates the invoice from the same line items, same totals, same customer, with a 30-day due date.

Numbering matches the quote scheme — INV-2026-0001, per company, restarting each year.

Recording a payment

Open the invoice and add a payment with its amount and date. Partial payments are normal and expected: each one is stored as its own row, the balance due is recalculated, and the invoice status follows automatically. Deleting a payment recalculates just the same, so a mistyped amount is easy to undo.

You never set the status by hand — it's derived every time payments change:

Status	When
unpaid	No payments recorded and the due date hasn't passed.
overdue	No payments and the due date has passed.
partially_paid	Some money in, balance still above zero.
paid	Balance reached zero. The paid-on date is stamped once and kept.
void	Cancelled by an admin. Frozen — no longer recalculated.

Sharing it with the customer

Share mints a magic link to a read-only view of the invoice and emails it to the customer if their address is on file. The link is shown to you as well, so you can send it yourself instead. The customer sees the invoice and its balance; they never see anything else in your workspace, and they don't log in.

You can mint more than one link — useful when a second person in accounts payable needs their own copy.

If your workspace runs the customer portal, customers who log in there see their own invoices automatically — matched by the client on the invoice, so it's worth setting that field even when you're sending a link by hand.

Voiding

Void is admin-only and deliberately blunt: the invoice freezes where it is and stops responding to payment changes. Use it for an invoice raised in error. For an invoice that simply won't be paid, record what came in and leave the rest visible — voiding hides the shortfall from your own reporting.

Where the numbers go

Invoiced and paid amounts feed the per-project P&L on Profitability — that's the report where an invoice raised here shows up.

What they do not feed is the AR / AP dashboard, which is a separate pipeline: its receivables come from open rows in Sales and its payables from approved vendor bills in the finance inbox. So an unpaid invoice on this page will not appear in AR aging. Same for the monthly snapshots, which are entered by hand or pulled from QuickBooks.

If you run the QuickBooks sync, note that what pushes to QB is a closed sale, not an invoice from this page — check that doc before recording the same money twice.

Related

• Quotes — where most invoices come from.
• AR / AP — the aging view across all customers and suppliers.