Paid this year
Every invoice confirmed paid, with received amount, date, and PDF attached.
Accountant handoff · Invoices
Review every invoice status before you hand off
Before records go to your accountant, the fastest thing to get wrong is income: an invoice still marked sent that was actually paid, or a paid one with no PDF behind it. A quick review pass that confirms each invoice's status and attachment means the income side of your handoff reflects what you really collected. Cash Workspace gives you one list where every invoice's status, dates, and PDF live together.
The problem
Why invoice statuses drift out of sync
Statuses get set when an invoice is created and rarely touched again. By year-end, the list no longer matches reality.
- An invoice still says sent, but the client paid it three months ago.
- A payment landed in two installments and only the first was ever noted.
- A paid invoice has no PDF attached, so there is no document behind the income.
- An invoice was voided or replaced but still sits in the list as open.
- Two near-identical invoices exist because one was re-issued and the original never closed.
The workflow
Reconcile statuses in one pass
Go through the invoice list top to bottom once, settling each invoice's status and attachment before you export.
- 1
Pull the full year list
Open every invoice for the fiscal year in one view so nothing is reviewed in isolation.
- 2
Confirm each status
For each invoice set it to sent, partially paid, paid, overdue, or voided to match what actually happened.
- 3
Note partial payments
Where a client paid in parts, record each amount and date so the balance is clear.
- 4
Attach the PDF
Make sure the sent invoice document is attached to its record, especially for anything marked paid.
- 5
Flag the unsure ones
Add a note to any invoice you can't confirm so your accountant sees the open question instead of a wrong status.
Record structure
What to confirm for each invoice
A short, consistent set of fields makes the income side of the handoff accurate and checkable.
- Invoice number
- Your structured number so the record ties back to the sent document.
- Client
- Who the invoice was for, as a consistent client record.
- Issue date
- When it was issued, so it falls in the right month and fiscal year.
- Amount
- The invoice total and currency.
- Status
- Sent, partially paid, paid, overdue, or voided, set to match reality.
- Amount received and date
- What was actually collected and when, including each partial payment.
- Invoice PDF
- The sent document attached so the income record has paperwork behind it.
- Review note
- Any open question, e.g. waiting on confirmation, so nothing silently passes as settled.
Example setup
An example review setup
One way to group the year's invoices while you reconcile them.
Still open
Invoices marked sent, partially paid, or overdue, each with a review note on what is outstanding.
Voided or replaced
Invoices that were cancelled or re-issued, kept with a note so they aren't counted twice.
Common mistakes
Mistakes to avoid
- Trusting the status field without checking it against what was actually received.
- Marking an invoice paid with no PDF or received-date behind it.
- Leaving partial payments recorded as a single lump or not at all.
- Keeping a re-issued invoice and its original both open, doubling the income.
- Handing off before the overdue invoices have a note explaining their state.
How it helps
How Cash Workspace helps
One invoice list
Record every invoice with its number, client, amount, and dates so the whole year sits in a single review view.
Clear statuses
Mark each invoice sent, partially paid, paid, overdue, or voided and update it as you reconcile.
Attached documents
Keep each invoice's PDF attached to its record so every income entry has paperwork behind it.
Related
Related handoff workflows
Invoice packet
Assemble the reviewed invoices into one packet for your accountant.
Income records folder
Group all income invoice records for the fiscal year.
Monthly invoice summary
Send a clean invoice summary each month instead of all at once.
Partial payment records
Keep installment payments recorded against the right invoice.
Unpaid invoice tracker
Organize what's still outstanding so follow-up stays simple.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Invoice status review FAQ
- How far back should I review invoices?
- Cover the full fiscal year you're handing off. Reviewing the whole year at once is the only way to catch invoices that drifted out of sync months ago.
- What if I can't confirm whether an invoice was paid?
- Leave it at its current status and add a review note describing the open question. Your accountant can then see the uncertainty instead of acting on a wrong status.
- Does Cash Workspace know which invoices were paid?
- No. You set each status and record what was received; Cash Workspace keeps the status, dates, amounts, and PDF together so your review is in one place. It does not connect to your bank.
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 off income records that match reality
Start a free workspace and run one status review pass so every invoice you hand off is marked correctly with its document attached.