Three separate states on every invoice
Hectile keeps the document itself, its delivery and its payments apart, so one never rewrites another.
Create a Draft
Finalize and numbering
Finalizing turns the Draft into an issued invoice. Review the preview first — this is the last moment to change financial details.
- The next number in the Brand sequence is assigned at that moment (for example BR-INV-000119). Numbers are never reused, and deleting Drafts leaves no gaps.
- Customer, lines, amounts, tax, currency and dates are locked as a financial record.
- A secure document link and a PDF become available.
- Nothing is sent to the customer unless you choose to send it.
After it is issued
What you can still do
- Send, resend or share it, or download the PDF.
- Record payments you receive, including partial payments.
- Revoke or regenerate the secure link.
- Cancel it, with a reason, if it should not have been issued.
What is locked
- Lines, amounts, tax, currency and dates.
- Customer and Brand details as printed.
- Payment instructions as they appeared at finalization.
- The number and issue date — resending never changes them.
Cancel the incorrect invoice and issue a corrected one. Duplicating the cancelled invoice into a new Draft saves retyping; the corrected document gets its own number.
Payment balance
You never set an invoice to “Paid” directly. Record each payment as it arrives and Hectile derives the state: Unpaid, Partially Paid or Paid, with Overdue shown when a balance remains after the due date.
Add payment instructions and record paymentsDelete a Draft or cancel an issued invoice
These are different actions because a Draft is not yet a record and an issued invoice is.
Delete a Draft
- Removes the Draft entirely.
- No number was used, so the sequence is unaffected.
- Use it for abandoned or duplicate Drafts.
Cancel an issued invoice
- Requires a cancellation reason.
- The number and the financial snapshot are retained; the record shows Cancelled and the secure link shows Cancelled prominently.
- Cannot receive new payments.
- Cannot be done while an active payment record exists — void or correct the payment first.
Recurring invoices and payment reminders
On a paid plan, Hectile can create repeating invoices and follow up on unpaid ones. Both are optional, and you can pause them at any time.
Recurring invoices
- Set one up under Documents → Recurring: the customer, the lines and a schedule — weekly, monthly, quarterly or yearly, with an optional end.
- Each run happens at 9:00 in your Organization’s time zone and creates the invoice as a Draft to review, issued, or issued and emailed — your choice.
- Every run is listed with its result. If one can’t complete, your Admins get an email and nothing is sent.
Payment reminders
- Admins set reminder rules under Settings → Reminders: before the due date, on it or after it, repeating up to a limit you choose.
- Each reminder shows the current balance and the invoice link, and stops once the invoice is paid or cancelled.
- You can also send a reminder yourself from any unpaid invoice.
Common questions
Not its financial details. Cancel it with a reason and issue a corrected invoice instead. Delivery actions — send, resend, share, download — remain available on the issued invoice.
No. Sending records a delivery; it does not change the number, issue date or amounts. A failed email leaves the invoice and its payment state exactly as they were.
An invoice with an active recorded payment cannot be cancelled, because that would leave money recorded against a withdrawn document. Void the payment (the history is kept) and then cancel.
An issued, uncancelled invoice with a remaining balance whose due date has passed shows Overdue. Recording payment for the full balance clears it.