Track paid and overdue

Once you've billed a customer, the job is knowing who has paid and who hasn't. In KudosCRM every invoice carries a status — draft, sent, paid, or void — and the system works out which sent invoices have slipped past their due date so overdue ones surface without you tracking dates by hand.

This guide covers the live receivables flow: recording a payment by marking an invoice paid, reading the due and overdue states, and filtering the list to find what's outstanding. Recording payment is a manual step today — automatic online payment capture is on the roadmap.

Who this is for

Finance, sales-ops, and admins who chase outstanding invoices and need a clear picture of paid versus overdue across the book.

Before you start

• A KudosCRM account with permission to view and update invoices.
• At least one invoice that's been drafted and marked sent — overdue is computed on sent, unpaid invoices.
• A due date on the invoice, since the overdue state is measured against it.

Overdue is computed; payment is recorded by you
KudosCRM computes the overdue state automatically — an invoice counts as overdue when it's past its due date, still unpaid, and not void. Recording a payment, though, is a manual action: you mark the invoice paid, which stamps the paid date. Automatic online payment capture and dunning reminder emails are on the roadmap and not part of the live flow today.

Track paid and overdue invoices, step by step

1. Open the invoice list
   Go to your invoices to see every bill across customers in one place, each showing its INV-YYYY-NNNN number, customer, total, due date, and current status.
2. Record a payment by marking it paid
   When a customer pays — say Globex Inc. settles INV-2026-0148 — mark the invoice paid. KudosCRM stamps the paid date and moves the status to paid, so the invoice drops out of your outstanding pile.
3. Read the due and overdue states
   Each unpaid sent invoice shows its due date. KudosCRM flags an invoice as overdue automatically once it's past that due date, still unpaid, and not void — so late bills surface on their own without you checking dates.
4. Filter the list by status
   Filter to draft, sent, paid, or void to focus on exactly what you need — for example, show only sent invoices to see everything still owed, then scan for the overdue ones.
5. Void anything that shouldn't be collected
   If an invoice was raised in error or shouldn't be collected, set it to void. A void invoice is excluded from the overdue calculation, so it never shows up as something outstanding.
6. Check receivables on the customer record
   Open a contact or company to see their invoices on the 360° timeline — so when you talk to the customer, the paid and outstanding picture is right there in context.

What you get

• A clear paid record — marking an invoice paid stamps the paid date and clears it from outstanding.
• An overdue flag KudosCRM computes for you on past-due, unpaid, non-void invoices.
• A filterable invoice list, so draft, sent, paid, and void are each one click away.
• Receivables visible on the customer's 360° timeline, in the context of the relationship.

Frequently asked questions

How does KudosCRM decide an invoice is overdue?

It's computed automatically from three conditions: the invoice is past its due date, it's still unpaid, and it isn't void. When all three are true, the invoice shows as overdue — you don't set a flag or run a calculation yourself, and a void or paid invoice never counts as overdue.

How do I record that a customer paid?

Mark the invoice paid. That stamps the paid date and moves the status to paid, taking it out of your outstanding receivables. Recording payment is a manual step today — KudosCRM does not yet capture payments online or reconcile them automatically.

Will KudosCRM send a reminder when an invoice is overdue?

Not today. The live flow surfaces overdue invoices so you can act on them, but automatic dunning reminder emails and a customer pay-online page are on the roadmap. For now you follow up with the customer yourself and mark the invoice paid once they settle.

What's the difference between void and deleting an invoice?

Voiding keeps the invoice on the record for your audit trail but excludes it from the overdue calculation and your outstanding totals, so it's the right way to cancel a bill you raised in error. The status stays visible as void rather than disappearing from history.

Learn more

• Invoicing (feature) — Everything invoice tracking does, on the feature page.
• Invoices & Payments overview — Where receivables tracking fits in the KudosCRM journey.