Invoicing

Quotes are the promise. Invoices are the ask. Nalo makes the transition seamless — turn an accepted quote into an invoice, send it to the client, get paid, and automatically follow up on late payments.

Three ways to create an invoice

1. From an existing quote (most common)

Once the work is done and the client accepted your quote:

Invoice from last quote

Or more specifically:

Invoice Mrs Lewis from Q-ABC12345

Nalo copies every line item from the quote into a new invoice, preserves the total, and assigns it a sequential invoice number (INV-0007).

What gets carried over:

• All line items with their descriptions, quantities, prices
• The client
• The job link
• Tax amount (if applicable)
• Payment terms

What’s fresh:

• A new invoice number
• Today’s creation date
• The due date (defaults to 15 days out, configurable)
• Status: DRAFT

2. Standalone invoice (no prior quote)

Sometimes the work is already done and there was no formal quote:

Invoice Mrs Lewis — tune-up $75

Nalo creates the invoice directly.

3. Batch invoicing

For recurring services or when catching up:

Invoice everyone who got work done last Friday

Nalo walks through each one, showing you the proposed invoice and asking for confirmation.

After the invoice is created

arrow_back

You → Nalo

Invoice Mrs Lewis from last quote

7:54 PM

✅ Invoice INV-0007 for Mrs Lewis Total: $275.00 Due: May 4, 2026 (15 days) Status: DRAFT A — Generate PDF B — Mark as paid C — Cancel

7:54 PM

done_all

a

7:54 PM

picture_as_pdf Invoice_Lewis_INV-0007.pdf

7:54 PM

done_all

A — Send to client B — Mark as paid C — Back to menu

7:54 PM

done_all

a

7:54 PM

Sent to Mrs Lewis on WhatsApp ✓

7:54 PM

done_all

Say A and Nalo WhatsApps/SMSes the invoice to your client in their language.

Getting paid

Marking an invoice paid

Any of these work:

“Mrs Lewis paid cash” “Mark INV-0007 paid Zelle” “Pagó Mrs Lewis $275 en efectivo” “INV-0007 paid”

Nalo:

1. Records a Payment row with method, amount, date
2. Updates invoice.balanceDue = 0
3. Sets invoice.status = PAID
4. Schedules a review request to the client (2 hours later, if you have a Google review link configured — see Reviews & monthly recap)

Partial payments

“Mrs Lewis paid $100 on INV-0007”

Invoice stays SENT but balanceDue = $175. A second partial payment closes it out.

Bulk mark-paid

“All paid” “Todos pagaron”

Marks every unpaid invoice as PAID (Cash by default). Use when you’ve done a stack of cash jobs at once.

Payment methods

Default: Cash. Nalo recognizes these keywords:

Automatic overdue nudges

Every day at 8am, Nalo scans unpaid invoices. Any invoice more than 7 days past its due date gets you a Telegram alert:

⏰ Overdue invoice

INV-0007 to Mrs Lewis $275.00 — 10 days overdue

Tap-to-nudge: tell Nalo “nudge INV-0007”

Sending the nudge

Say:

nudge INV-0007

Nalo sends the client a polite, language-matched reminder:

Hi Mrs Lewis, just a friendly reminder about invoice INV-0007 for $275.00. Is it okay to expect payment soon? https://app.heynalo.app/api/v1/nalito/pdf/INV-0007.pdf

And records the nudge timestamp so you won’t nudge the same invoice twice within 7 days (even if Nalo still alerts you about it).

Invoice PDF layout

The invoice PDF is structurally identical to the quote PDF, with differences:

• Header: INVOICE instead of QUOTE / FACTURA instead of COTIZACIÓN
• Due date is prominently displayed
• No deposit block (deposits only apply to quotes — paying a deposit converts the quote to a partial invoice)
• Balance due shown instead of just total (important for partial payments)
• Payment terms defaulted from your profile (“Net 15”, “Due on receipt”, etc.)

All text respects the document language setting.

Invoice lifecycle

┌─────────┐        ┌───────┐         ┌────────┐
│  DRAFT  │──send──│ SENT  │─overdue─│  LATE  │
└─────────┘        └───────┘         └────────┘
     │                 │                  │
   paid             paid              nudge + paid
     ▼                 ▼                  ▼
┌─────────────────────────────────────────────┐
│                   PAID                      │
│         ↓ 2 hours later, if review link ↓   │
│              REVIEW REQUEST SENT            │
└─────────────────────────────────────────────┘

You never manually update status — Nalo does it all based on your actions and the clock.

Common patterns

“I got paid days ago, just forgot to record it”

“Mrs Lewis paid $275 Zelle on April 14”

Nalo backdates the payment. Status updates, review request fires 2 hours after that backdate (so if it’s been more than 2 hours, the request goes out immediately).

“Credit the client for a future job”

Nalo doesn’t have credits as a first-class concept yet. Best pattern: mark the current invoice paid, then subtract the credit on the next invoice’s line items with a note.

“Void an invoice entirely”

“Cancel INV-0007”

Status → CANCELLED. Client isn’t notified; it just disappears from your active list.

Tips

• Generate the PDF before sending — some messaging gateways don’t render PDF links that don’t exist yet. Nalo handles this, but if you get a “couldn’t send” error, run a first, then try A Send to client.
• Set payment terms in your profile — /config → Profile → Billing → “Default payment terms”. Nalo applies this to every new invoice.
• Use the Dashboard’s “Needs Attention” card — it surfaces overdue invoices before Nalo nudges you via Telegram.

Next

• Send to client — full delivery details → Send to clients
• Tax and deposit setup — Expenses
• Reviews after payment — Reviews & monthly recap