Invoicing System

Dynaris includes a custom-built invoicing and billing platform designed for modern service businesses and agencies. Create professional invoices, track payments, manage payment plans, and automate billing workflows—all built directly into your Dynaris workspace.

Unlike basic invoicing tools or external billing platforms, Dynaris invoicing is tightly integrated with your calendar, bookings, contacts, and AI workflows. Invoice automatically when services are booked, track payment status in real-time, and trigger follow-up actions based on payment events.

The Dynaris Invoicing Platform

Dynaris invoicing is a complete billing system built into the platform with:

• Professional invoice design — Customizable templates with your branding
• Smart invoice creation — Manual, from bookings, or via automated workflows
• Real-time payment tracking — See payment status instantly (draft, sent, paid, overdue, etc.)
• Advanced payment management — Record partial payments, track payment history, manage payment plans
• Automated reminders — Configurable payment and overdue reminders
• Multiple payment methods — Stripe, bank transfers, manual payments, custom payment links
• Financial reporting — Tax calculation, revenue tracking, client breakdowns
• Deep contact integration — Link invoices to contacts, maintain billing history, track client relationships
• Workflow automation — Trigger actions based on invoice events (payment received, overdue, etc.)
• Custom invoice numbering — Sequential, by year, or custom formats
• Payment plan support — Installment billing for large invoices

The invoicing system is purpose-built for modern service businesses and integrates directly with your Dynaris workflow, calendar, and contact management.

Creating an Invoice

Invoices can be created manually, from bookings, or automatically through workflows.

Manual Invoice Creation

Create an invoice directly from the dashboard.

Basic invoice details:

• Client — Select from your contacts
• Invoice number — Auto-generated or custom
• Invoice date — When the invoice was issued
• Due date — Payment deadline (configurable default)
• Currency — USD, EUR, GBP, or other currencies
• Notes — Terms, payment instructions, or special information

Line Items

Break down what the client is paying for.

Each line item includes:

• Description — What is being billed (e.g., "Consulting: Q1 Strategy Session")
• Quantity — How many (usually 1, or hours/units for services)
• Unit price — Cost per unit
• Amount — Calculated automatically (quantity × unit price)

Example:

• Description: "Website Design Consultation"
• Quantity: 1
• Unit price: $500
• Amount: $500

Invoice from Bookings

When a booking is created with paid services, an invoice is automatically generated.

Auto-invoicing:

1. Service is configured with a price
2. Client completes booking
3. Invoice is created and linked to booking
4. Invoice is sent to client email
5. Payment is tracked against the booking

This eliminates manual invoice creation for service-based bookings.

Invoice Status Lifecycle

Each invoice moves through a clear status journey:

You can manually change invoice status or automate status changes through workflows.

Tracking Payments

Dynaris tracks every payment received against an invoice.

Payment Events

Each payment is recorded as a payment event:

• Amount paid — How much the client paid
• Payment method — How they paid (Stripe, bank transfer, cash, check)
• Date received — When the payment was processed
• External transaction ID — Reference for your records (e.g., Stripe charge ID)
• Notes — Any additional payment context

Payment Status

Invoices automatically reflect payment status:

• Unpaid — $0 received of the total due
• Partially paid — Some amount received, balance outstanding
• Paid — Full amount received
• Overdue — Past due date and not yet paid

If you manually record a payment, the invoice status updates automatically.

Sending Invoices

Invoices are sent to clients via email.

Automatic Sending

Invoices can be sent automatically when:

• Invoice is created (if auto-send is enabled)
• Invoice is transitioned to "sent" status
• A workflow triggers invoice sending

Manual Sending

You can manually send or resend an invoice:

1. Open invoice details
2. Click "Send Invoice"
3. Confirm email address
4. Invoice is sent immediately

Invoice Email

The email includes:

• Professional invoice PDF as attachment
• Preview of key details (amount due, due date)
• Payment instructions (if configured)
• Link to pay online (if payment method is configured)

Payment Methods

Dynaris supports multiple ways for clients to pay.

Direct Payment Links

Generate a payment link that can be:

• Shared in invoice email
• Embedded on your website
• Sent via chat or other channels

Clients click the link and pay securely.

Stripe Integration

If Stripe is connected:

• Clients can pay via credit card directly from invoice email
• Payment is processed immediately
• Invoice status updates automatically
• Funds are deposited to your Stripe account

Bank Transfer

Accept payments via wire transfer or ACH:

• Include bank details in invoice
• Manually record payment when received
• Mark invoice as paid

Custom Payment Methods

Add any payment method needed:

• PayPal links
• Check or cash payments
• Payment plan arrangements

Reminders and Follow-ups

Dynaris automatically sends reminders to keep invoices paid on time.

Invoice Reminders

Automatic reminders can be sent:

• On sending — Confirmation invoice was sent
• Before due date — Reminder with 7 or 14 days until due
• At due date — Invoice is now due
• After due date — Invoice is overdue (1 day, 3 days, 7 days, etc.)

Customization

Configure reminders per invoice or globally:

• Which reminders to send
• How many days before/after due date
• Custom message for each reminder
• Whether to include payment link

Manual Follow-ups

You can manually send follow-ups:

1. Open invoice
2. Click "Send Reminder"
3. Choose reminder type (due date, payment received, thank you)
4. Confirm and send

Managing Invoices

From the Dashboard

The Invoices tab shows all invoices in a table view. You can:

• View invoices — See status, amount, due date
• Filter and search — By client, status, date range
• Sort — By amount, due date, status, client name
• View details — Click any invoice for full details
• Download PDF — Save invoice for records
• Send reminder — Resend invoice or payment reminder

Invoice Details

Click on any invoice to see:

• Client information — Who the invoice is for
• Line items — What is being billed
• Totals — Subtotal, tax (if applicable), total amount
• Payment status — Amount paid and balance due
• Payment history — All payments received with dates
• Reminders sent — Which communications were delivered
• Linked booking — If this invoice is from a booking
• Notes — Any special terms or context

Tax and Reporting

The Invoicing system helps with tax compliance and financial reporting.

Tax Calculation

Invoices can include tax:

• Tax rate — Set default or per-invoice
• Taxable items — Only certain line items may be taxable
• Tax display — Clear breakdown on invoice
• Tax total — Calculated automatically

Invoice Reports

Generate reports for your records:

• Date range — All invoices in a period
• Status breakdown — How many paid, unpaid, overdue
• Revenue tracking — Total billed and collected
• Client breakdown — Revenue by client
• Export — Download as CSV or PDF

Advanced Features

Invoicing from Workflows

Automate invoice creation and sending through workflows:

When: Service is completed
Then: Create invoice and send to client
And: Mark booking as completed

Invoice Templates

Save custom invoice templates:

• Your logo and branding
• Standard line items and descriptions
• Payment terms and notes
• Custom fields

Reuse templates for faster invoice creation.

Invoice Numbering

Control how invoices are numbered:

• Sequential — INV-001, INV-002, etc.
• With prefix/suffix — INV-2025-001
• By year — 2025-001, 2025-002
• Custom format — Any pattern you prefer

Installment Billing

For large invoices, offer payment plans:

1. Create invoice for full amount
2. Configure payment schedule
3. Send reminders for each installment
4. Track partial payments automatically

Late Payment Fees

Automatically add fees for overdue invoices:

• Configure fee amount or percentage
• Apply after due date
• Add to next invoice or include in reminders

Integration with Bookings

Invoicing and bookings are deeply integrated.

Auto-Generate from Bookings

When a service is booked with a price:

1. Booking is created
2. Invoice is automatically generated
3. Invoice is linked to booking
4. Invoice is sent to booker email

Link Booking to Invoice

Manually link bookings to invoices:

• Shows booking context on invoice
• Tracks which services were billed
• Maintains complete audit trail

Booking Invoice Status

The booking shows invoice status:

• Invoice created (unpaid)
• Invoice sent
• Invoice partially paid
• Invoice fully paid

Use Cases

Service Businesses

Consultants and freelancers

• Create invoices for projects or hourly work
• Auto-generate from bookings
• Send reminders for overdue payments
• Track multiple payment methods

Subscription Services

Recurring billing

• Create monthly invoices automatically
• Configure payment plans
• Track subscription status
• Send renewal reminders

B2B Agencies

Large projects

• Create detailed invoices with multiple line items
• Support installment billing for big contracts
• Generate financial reports
• Automate payment reminders

Marketplace or SaaS

Platform billing

• Auto-invoice for services completed
• Support multiple payment methods
• Integrate with accounting software
• Generate comprehensive financial reports

Best Practices

• Number invoices sequentially — Makes tracking and reconciliation easier
• Set clear payment terms — Be explicit about due dates and payment methods
• Send invoices promptly — Invoice immediately or within 24 hours of service
• Follow up on overdue — Use reminders to ensure timely payment
• Include payment links — Make it easy for clients to pay
• Keep records organized — Use tags or categories for easy retrieval
• Reconcile regularly — Match payments received to invoices marked paid
• Customize for clients — Use notes or custom fields for special terms

What's Next

• Create your first invoice
• Set up automatic invoicing from bookings
• Configure payment methods and reminders
• Test invoice sending and payment tracking
• Generate financial reports for your business

The Invoicing system transforms billing from a manual process into an automated, integrated part of your business operations.