Payments is where you ask your clients to pay you and keep track of who has paid. Each request is an invoice: you usually create it from an accepted quote, first for a deposit and later for the balance.

Your client opens the invoice online. They can pay it by card if you connect Stripe, or by bank transfer: in that case you mark it as paid yourself when the money arrives. This guide shows you how to do each of these.

Where to find your invoices

Open Money from the left bar (the wallet icon) and choose the Payments tab. The invoices of one job are also in its project sheet, in the Journey.

At the top of the list, each view shows how many invoices it has and their total:

To send — drafts you haven't sent yet.
Awaiting payment — sent, not paid yet, not late.
Overdue — the due date has passed and they're still unpaid.
Paid — done.

The Due column tells you how much time is left (“in 5 days”, “due today”) or how late an invoice is (“overdue by 21 days”, in red).

Invoice a deposit from the accepted quote

Once your client has accepted the quote, you can ask for a part of the money up front.

Open the accepted quote and click Create invoice at the top right. From the project you can do the same with the + next to Invoices in the Journey.
The window Invoice from quote shows the total of the quote and how much you've already invoiced. Choose what to invoice:
- A part — a deposit. Write a percentage of the quote or a fixed amount: when you change one, the other follows.
- Balance (what's left) — everything that hasn't been invoiced yet.
- The whole quote — all of it in one invoice. You can choose it only if nothing has been invoiced yet.
Press Create invoice. The new invoice opens as a Draft, with the client, the project and the amount already in.

When it's time for the balance, open the project and click the + next to Invoices (or New invoice in the Next move box). The same window opens with Balance (what's left) already chosen.

Tip: the percentage suggested for the deposit comes from Default deposit (%) in Settings › Localization. Set it once to the deposit you usually ask for.

Create an invoice from scratch

For a job without a quote, or an extra you sold later:

In Money › Payments, click + New invoice.
Choose the project (you can leave it empty) and press Create.
Add the items as you do in a quote: Add item, then name, Qty and Price. See Quotes.

Send the invoice

At the top of the invoice, set the Due date: the day by which you want to be paid.
Click Send to client and choose By email, Copy the link or Add to portal, the same three ways as a quote.
The invoice changes from Draft to Outstanding: it's waiting to be paid.

Your client opens a clean page with your studio's name, the items and the total. They can keep a copy with Print / save PDF, and pay with Pay now if you've connected Stripe. They don't need an account.

Get paid online with Stripe

With Stripe your clients pay the invoice by card, and you don't have to mark anything: the invoice becomes Paid on its own.

Open any unpaid invoice. If online payments aren't set up yet, next to Online payment you'll see Connect Stripe: click it.
In the Payments tab of your account, click Connect Stripe and follow Stripe's steps to create or link your account.
Back in Mosaii.co, the account shows as Connected.

From then on, your client presses Pay now on the invoice, pays on Stripe's secure page, and the invoice turns Paid by itself. The money goes to your Stripe account.

Mark an invoice as paid

Paid by bank transfer, in cash or in any other way? Tell Mosaii.co when the money arrives.

Open the invoice and press Mark as paid.
Confirm with Yes, Mark as Paid.
The invoice becomes Paid and the date appears next to Paid on.

A paid invoice is locked, so it can't be changed by mistake. You can still open its PDF with Open PDF.

When a payment is late

When the due date passes and an invoice is still unpaid, it becomes Overdue on its own and you get a notification. To see all the late ones at once, open the Overdue view in Money › Payments.

To remind your client:

Open the overdue invoice.
Click Send to client, then Send reminder.
Check the email and press Send.

The project's Next move box warns you too, with “Invoice is overdue”.

The life of an invoice

Draft — you're still preparing it.
Outstanding — sent, waiting to be paid.
Overdue — the due date has passed and it's still unpaid.
Paid — the money has arrived. The invoice is locked.
Canceled — you no longer expect this payment.

To change it by hand, click the label next to the invoice number and choose another one.

Good habits

Always set a due date. Without one, an invoice can never become overdue, and you won't be warned.
Deposit first, balance later. Invoicing from the quote keeps the amounts right: the balance is always what's left.
Mark payments the same day they arrive. Your lists, the project's money summary and the Balance due of your quotes all depend on it. See Quotes.
Check the Overdue view once a week. A short reminder on time saves an awkward conversation later.