Paid invoices
Issued invoices marked paid, each with its PDF attached, grouped by client.
Accountant handoff · Invoices
Assembling an invoice packet for your accountant
Your invoices live in a sent folder, a few in email, and some as printed PDFs — and your accountant can't tell which were paid. An invoice packet pulls every issued and received invoice into one set, grouped by status and client, with the source document attached to each record. Cash Workspace lets you build that packet and export it as a single fiscal-year invoice handoff the accountant can review in order.
The problem
Why invoices are hard to hand off
Invoices are scattered across tools and statuses live in your head. The accountant can't reconcile income from a set they can't read.
- Issued invoices and received invoices are mixed together.
- Paid, partially paid, and overdue invoices look identical in a folder.
- Some invoices were sent but never recorded anywhere durable.
- Numbers skip or repeat, so the accountant can't tell if one is missing.
- The source PDF isn't attached, so the accountant works from a list with no proof.
The workflow
Build the invoice packet
Record every invoice, set its status, attach its document, then group the packet for review.
- 1
Record every invoice
Add each issued and received invoice with its number, client or vendor, amount, and dates.
- 2
Set the status
Mark each one paid, partially paid, unpaid, or overdue so income status is visible at a glance.
- 3
Attach the source document
Attach the invoice PDF to its record so the number and the document travel together.
- 4
Group by status and client
Organize the packet so paid, unpaid, and overdue invoices each group together and per-client totals are reviewable.
- 5
Export by fiscal year
Review for gaps, then export the packet as one fiscal-year invoice handoff.
Record structure
What to record for each invoice
A consistent record per invoice keeps the packet reconcilable and each entry backed by its document.
- Invoice number
- Your structured number so the accountant can spot gaps or duplicates.
- Direction
- Whether you issued it (income) or received it (a bill).
- Client or vendor
- Who the invoice is to or from, kept as a consistent record.
- Issue date
- When it was issued, so it lands in the right period.
- Due date
- When payment is due, so overdue items are clear.
- Amount
- The invoice total and currency.
- Status
- Paid, partially paid, unpaid, or overdue.
- Invoice document
- The source PDF attached to the record.
Example setup
An example invoice packet
One way to group invoices so an accountant can review income status at a glance.
Open & overdue
Unpaid and overdue invoices with due dates, so outstanding income is visible.
Received invoices (bills)
Invoices you received from vendors, with documents and payment status attached.
By client
Each client's invoices grouped together for per-client review.
Common mistakes
Mistakes to avoid
- Mixing issued and received invoices with no direction marked.
- Leaving status blank, so paid and unpaid look the same.
- Handing over a list with no invoice PDFs attached.
- Ignoring number gaps that might mean a missing invoice.
- Splitting the packet across tools so no single set is complete.
How it helps
How Cash Workspace helps
Every invoice in one place
Record issued and received invoices with numbers, clients, amounts, and dates in one list.
Status you can group by
Mark paid, partially paid, unpaid, or overdue and group the packet by status and client.
Documents attached
Attach each invoice PDF to its record, then export the fiscal-year packet for review.
Related
Related invoice workflows
Invoice status review
Check every invoice status before you hand off.
Monthly invoice summary
Send a monthly invoice summary to your accountant.
Year-end invoice archive
Archive a full year of invoices in one folder.
Unpaid invoice tracker
Keep unpaid invoices organized for follow-up.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Invoice packet FAQ
- Should I include invoices I received, not just ones I issued?
- Yes. Group issued invoices (income) and received invoices (bills) separately within the packet so your accountant can review both sides with each document attached.
- How do I show which invoices were paid?
- Mark each invoice's status — paid, partially paid, unpaid, or overdue — and group the packet by status so income standing is visible without asking.
- Does Cash Workspace collect payments or send the invoices?
- No. It records invoices and their statuses and keeps the documents attached for organizing and export. It does not process payments or send invoices.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Hand over an invoice packet, not a scatter
Start a free workspace and group every issued and received invoice by status and client with its document attached, then export one clean fiscal-year invoice packet.