Invoices & Cash Flow Report

Use this report to see the money that customers owe you, the invoices that you must still send, and the cash that you can expect each week. You can also send payment reminders from this page.

Go to Reports → Invoices & Cash Flow. There is also a link on the Accounts Receivable report.

The four cards

Sent, not paid: the total of all sent invoices that have a balance.
Overdue: sent invoices that are past their due date. Chase these first.
To invoice this week: money from billing cycles that close this week, and delivered orders that need an invoice. Drafts that you did not send yet show below the amount.
Expected next 4 weeks: the money you can expect from this week to 3 weeks ahead. Overdue money is not included.

Weekly cash flow

Each week starts on Monday and ends on Sunday. The table shows Overdue, This week, Next week, the 6 weeks after that, and Later.

Sent invoices count in the week of their due date.
Drafts not sent count from today, because the customer cannot pay an invoice that they do not have.
To be invoiced counts on the day the invoice is due to be made, plus the customer's payment terms.
Total expected adds the three rows.

On a phone, each week shows as one line with its total. Under the total, you see which rows the money comes from.

Weekly and monthly billing cycles

For a customer on consolidated billing (weekly or monthly), the Invoice date is the day their cycle closes. The report uses the same rules as the billing cycle, so each order is on the invoice that will bill it. Example: a customer billed monthly on the 1st has one invoice date each month, the 1st.

Delivered: completed orders that are not on an invoice yet.
Still to deliver: open orders that the same invoice will bill when you mark them delivered. Orders for later cycles show on a later invoice date.
Payment expected: the invoice date plus the payment terms. Net 7 adds 7 days. COD and Due on receipt are the same day.

The weekly cash flow puts the money in the week of Payment expected. Example: a monthly customer billed on the 1st on Net 30 shows about 4 weeks after the 1st.

Needs invoice

Needs invoice means that no billing cycle will invoice these orders. This is true for:

Wholesale customers who are billed per order.
Old delivered orders of a weekly or monthly customer that the billing cycle does not bill any more. Example: orders delivered before the customer changed to cycle billing.

Click the customer name, open each order, and make and send the invoice.

Drafts — not sent yet

These invoices are made, but the customer does not have them. Click Open to send, check the invoice, then send it. A cycle invoice opens on the customer's Manage Pricing page.

Send a payment reminder

In Sent invoices — not paid, find the invoice. The most overdue invoices are at the top.
Click Remind.
Check the To address. The customer's billing contacts are filled in for you. You can change them.
Change the Subject or Message if you want to.
Click Send reminder.

After a reminder, the Remind button waits a few minutes before it sends again for the same invoice, so a double click does not send two emails. The invoice PDF is attached. If you have bank-transfer details set up, the How to pay box is added. For an invoice for one order, the online pay link is also added when you have online payments set up. A weekly or monthly invoice has no online pay link. The Last reminder column then shows the date, and how many reminders you sent.

Send reminders for many invoices

Tick the invoices that you want to chase. Use the box at the top of the table to tick all of them.
Click Send N reminders, then click Send reminders to confirm.

Each customer gets your reminder message (or the standard one). To change the message, use Remind on one invoice. These invoices are not sent:

Invoices that got a reminder in the last 24 hours.
Customers with no email address. They show a No email badge. Add an email on the customer page.

Automatic payment reminders

BakeOnyx can also send reminders for you, on the days you choose. They are off until you turn them on.

Go to Settings → Notifications. Find Automatic payment reminders (under Payments).
Turn on the switch.
Choose How to send:
- Ask me first (recommended): each day the reminders that are due wait in a list on this report. You check them and click Send.
- Send automatically: reminders go out with no click from you.
Choose the days: days after the due date (for example 1, 7, 14) and, if you want, days before the due date.
Choose the send time (your timezone) and, if you want, weekdays only.
Set the limits: the maximum reminders for each invoice (reminders you send by hand count too) and the maximum each day.
Choose All customers or Wholesale customers only, and a minimum amount if you want.
Change the message if you want. Leave it empty to use the standard message.
Choose what to do with invoices that are already overdue: only send future reminders, or send one reminder now to each.
Click Check who gets a reminder. You see how many reminders go out, and when. Then click Turn on reminders. If you turn them on after today's send time, the first run is tomorrow.

Rules that always apply:

An invoice gets one reminder at a time. If it missed a day, it does not get several at once.
No automatic reminder goes out within 24 hours of another one (also one you sent by hand).
Reminders go out at your send time or up to 3 hours after it. If BakeOnyx could not send in that time, it sends the next day — never in the evening.
Just before each email, BakeOnyx checks the invoice again. A paid invoice gets no reminder.
With Send automatically, if an email fails, BakeOnyx tries once more at the next run. If sending was stopped half-way, the history says so and BakeOnyx does not send it again by itself: check with the customer first. With Ask me first, a failed reminder shows in the history; send it again with Remind.
A reminder never goes out on the day the invoice was sent.
After each run, you get a short summary email. You can turn this off.

Reminders waiting for you (Ask me first)

When reminders are ready, a list Payment reminders waiting for you shows on this report (the invoice's Next reminder says Waiting for you). All are ticked. Untick the ones you do not want, then click Send, or click Skip to not send them. A skipped invoice can still get its next reminder later. If you change to Send automatically or turn automatic reminders off, the list is cleared (with Send automatically, those reminders then go out at the next run).

Stop reminders for one invoice or one customer

One invoice (for example, the customer promised to pay on Friday): in Sent invoices — not paid, click the Next reminder date (on a phone, click Pause). Choose Friday and click Pause. No reminder goes out up to and including that day. To start again, click Resume reminders.
One customer (for example, a payment arrangement): open the customer, click Manage Pricing, and turn off Automatic payment reminders.

You can still send a reminder by hand in both cases.

Reminder history

At the bottom of this report, Reminder history shows the latest reminders: the date, invoice, customer, email address, Automatic or By hand, and the result (Sent, Failed, or Not sent with the reason).

Export

Click Export to download the report as CSV, Excel or PDF. Give it to your bookkeeper, or use it to plan the cash for the week.

Who can use it

You need access to Reports to see this page. To send, skip or pause reminders, you also need the invoice permission. To change the automatic reminder settings, you need access to email settings. Automatic reminders are on the Growth plan and higher. If your plan changes to a lower one, they stop, and you can still turn the switch off. If you upgrade again, only reminders that fall due from then on are sent.