Invoice Management with AnyDB

Overview

This guide walks you through managing customer invoices using AnyDB. You'll learn how to create, send, and track invoices using a standardized template—without switching between tools or spreadsheets.

Business Problem

Many businesses rely on inconsistent formats (PDFs, Word docs), manually tracking payments, or emailing static files. These methods lack structure, require redundant work, and offer no built-in way to follow up or view invoice status in one place.

Solution Summary

With the Invoice Template in AnyDB, you can:

• Create invoices using a consistent, structured format
• Share invoices publicly or privately
• Track payment status and due dates
• Assign follow-ups or reminders
• Visualize payment trends and overdue invoices

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Step-by-Step Instructions

1. Create the Invoice

• Go to your Invoices Database
• Click + New Item
• Select the Invoice Template

2. Create and Share the Invoice Form

In order to gather external invoice data, the form format provides a simple and fast way to do it.

1. Go to the button Sharing and Forms
2. Click on Create Form

Next, you need to set up the form details. To do that:

1. Type the Form Name (for example: Invoice - Personal Expenses)
2. On Accept Submission of New Documents select Invoice (which is the template where submission data will be sent to)
3. On Guest with Access, you can assign it to an email address or generate a public link (so anyone can use it to submit data)

3. Fill in Invoice Details

Once your form is set up, use the fields provided in the template:

• Customer Name
• Invoice Date and Due Date
• Line Items Table: Description, Quantity, Rate, Subtotal
• Taxes and Discounts
• Total Amount
• Notes or Payment Instructions
• Click on Submit Button

4. Share the Invoice

• Click the Share button on the top-right of the document
• Choose a private share (with guest login) or public link
• Send via email, chat, or direct link
• The recipient can view the invoice securely but cannot edit it

Additionally, any submitted data from your public or private links will separately appear in your invoice template:

5. Track Payment Status

• Update the Payment Status field (Unpaid, Paid, Partial)
• Record the Payment Date
• Optionally attach proof of payment (image, receipt)

6. Follow Up

• Assign the invoice to a team member for follow-up
• Set a Follow-Up Date to trigger reminders
• Use filters like Unpaid Invoices or Overdue Invoices for visibility

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Data Model & Structure

Field	Description
Customer Name	Linked to customer record (optional)
Invoice Date	When the invoice was issued
Due Date	Payment due date
Line Items Table	Itemized list of products/services
Taxes / Discounts	Optional percentages or fixed values
Total Amount	Auto-calculated from line items
Payment Status	Paid, Unpaid, Partial
Payment Date	Date payment was received
Follow-Up Owner / Date	Internal field for tracking reminders
Share Settings	Public or private access

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Reporting & Views

• Saved Views: Create filtered views for:

  • Unpaid Invoices
  • Overdue Invoices
  • Paid Invoices This Month

• Dashboards: Track invoice totals, payment status, and overdue accounts

To create a dashboard to track all your submitted invoices, you can:

1. Go to your Invoices Database
2. Click + New Item
3. Select the Invoice Dashboard Template

In the invoice dashboard template:

1. Click on Add Item
2. Type Invoice and the name of the data owner as in the example below.

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Sharing & Collaboration

• Public share links for customer access
• Private sharing with login for sensitive invoices
• Assign team members to manage follow-ups
• Use reminders to automate billing workflows

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Tips & Best Practices

• Set a follow-up reminder automatically when setting a due date
• Use reference fields to link invoices to customers and projects
• Save frequently used invoices as a base template for future reuse
• Attach documents (e.g., contracts, receipts) to the invoice document

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Who This is For

• Freelancers and Small Businesses – Project-based billing
• Finance Teams – Recurring invoice tracking and reporting
• Operations – Managing internal and external vendor invoices
• Customer Support – Responding to billing queries with visibility

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Why Use AnyDB for Invoice Management

Benefit	How AnyDB Supports It
Consistent Templates	All invoices follow a professional, standardized structure
Real-Time Collaboration	Team members can share, review, and follow up easily
Centralized Records	All invoices, payments, and communications in one place
Flexible Sharing	Send links instantly via email, chat, or workflow automation
Built-In Reminders	Never miss a due date or payment follow-up
Custom Dashboards	Monitor financial trends, overdue payments, and performance

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With AnyDB, invoicing becomes a streamlined part of your daily operations. Create it, send it, track it—all from one centralized, collaborative platform.