How Clients View Invoices and Track Payments

When you send an invoice through SemaQuote, your clients get a clear, professional view of what they owe and what they've already paid. No confusion, no hunting for information - just transparent billing that makes it easy to settle up.

Let's walk through what your clients see when they check their invoices.

Two Ways to Access Invoices

Your clients can view invoices through:

1. The direct link - Clicking the link in your invoice notification email takes them straight to that specific invoice
2. Their portal dashboard - Open invoices appear in the "Invoices" section with key details visible at a glance

On the dashboard, each invoice shows:

• Invoice number
• Due date
• Balance remaining
• Status badges (we'll cover these in a moment)

A quick tap or click on any invoice opens the full detail view.

Understanding Invoice Status Badges

Color-coded badges help your clients immediately understand where things stand:

These visual cues eliminate guesswork. Your clients know instantly if they need to take action.

Status Banners on Invoice Pages

At the top of each invoice detail page, prominent banners communicate status clearly:

Paid in Full (green banner)

Paid in Full Thank you for your payment!

Overdue (red banner)

Payment Overdue This invoice was due on [date]. Please contact us to arrange payment.

No ambiguity - just clear communication about what's needed.

The Invoice Detail Page

When your client opens an invoice, they see everything laid out in a logical flow.

The Header: Essential Information First

At the top of the page:

• Invoice number (like INV-2024-0089)
• Status badge showing current payment status
• Due date with a calendar icon
• Balance due displayed prominently

For partially paid invoices, the header also shows:

• The remaining balance due
• A note showing the original total (for example: "of $2,500.00 total")

Your clients never have to guess what they owe.

Line Items: What They're Being Billed For

Just like viewing quotes, invoices display a detailed breakdown:

• Description of each line item
• Category (Labor, Material, or Service)
• Quantity and unit price shown as "3 x $200.00"
• Line total for each item

This transparency helps clients understand exactly what they're paying for. When charges make sense, payments come faster.

Pricing Summary: The Complete Picture

The summary section at the bottom shows:

• Subtotal - All line items before tax
• Tax - If applicable
• Total - Full invoice amount
• Paid - Amount already received (shown in green with a minus sign)
• Balance Due - What's left to pay

For overdue invoices, the balance due is highlighted in red - a gentle visual reminder that action is needed.

Payment History: Full Transparency

If any payments have been made, your clients see a "Payment History" section showing every transaction:

• Payment method used (Cash, Check, Credit Card, Venmo, Zelle)
• Date of each payment
• Amount credited (displayed in green with a plus sign)

This record helps clients verify what they've paid and understand their remaining balance. No more "I thought I already paid that" confusion.

Supported Payment Methods

The portal displays these payment method labels:

The specific options available depend on what methods you accept and have configured in your settings.

How Balance Calculations Work

The portal automatically calculates balances in real-time. Here's a simple example:

Invoice Total:    $3,000.00
Payment #1:      -$1,000.00
Payment #2:        -$500.00
─────────────────────────────
Balance Due:      $1,500.00

As you record payments, your client's portal updates immediately. They always see the current, accurate balance.

Mobile Invoice Viewing

Your clients might check their invoices from anywhere - at their desk, on the train, or waiting in line for coffee. The invoice detail view is fully mobile-responsive:

• Complete invoice details on any screen size
• Easy scrolling through line items
• Clear payment history
• Current balance always visible

All information is formatted for comfortable reading on smaller screens.

What Stays Hidden

The client portal shows a clean, focused view. Your clients don't see:

• Internal notes you've added to the invoice
• Your internal job references
• Other clients' invoices - complete privacy
• Draft invoices - only sent invoices appear

Your internal business information stays internal.

Easy Way to Reach You

At the bottom of each invoice detail page, your clients see:

Questions about this invoice? Contact us at [your email]

This encourages clients to ask questions rather than ignore invoices they don't understand. A quick clarification is better than a late payment.

The Invoice Lifecycle from Your Client's Perspective

Here's what a typical experience looks like:

1. They receive your notification - Email with a portal link
2. They open the invoice - Click the link to see full details
3. They review the charges - Check line items and the total
4. They arrange payment - Pay using their preferred method
5. You record the payment - Log it in SemaQuote
6. They see the update - Portal reflects payment and new balance

For partially paid invoices, steps 4-6 may repeat until the balance reaches zero.

Tips for Getting Paid Faster

Want to improve your collection rate? These practices help:

Write clear descriptions. When clients recognize every charge, they pay without hesitation. "Kitchen cabinet installation - March 15" beats "Labor."

Send invoices promptly. The sooner you invoice after completing work, the fresher the project is in your client's mind.

Offer multiple payment methods. Different clients have different preferences. Set up several options to accommodate everyone.

Follow up on overdue invoices. A friendly reminder often does the trick. Check your invoice statuses regularly to catch overdue items early.

Include context in your message. When sending an invoice, briefly mention what work it covers: "Here's the invoice for your bathroom renovation project."

When clients easily understand their invoices and see clear payment information, they're more likely to pay on time. Transparency builds trust - and trust gets you paid.

Related guides: Learn about setting up payment methods or see the full client portal overview.