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User guide

Analytics, dashboard cards and reports

Read the dashboard money cards, pick a period in Analytics to see revenue, collection rate and top clients, and use Reports for a plain six-month view.

Updated: 2026-09-09

Invoice Flow keeps three different views of the same invoice data, and each answers a different question. The Dashboard tells you what needs attention today: how much is unpaid, how much of that is late, and what came in this month. Analytics looks back over a period you choose and explains where the money came from, who your best clients are and how long they take to pay. Reports is the plain version for the last six months, with no filters and no export. None of them need an internet connection; every number is computed on the phone from the invoices, payments and expenses you already recorded.

This guide follows Priya Raman, a freelance UX designer in Portland, Oregon. She bills four US clients in US dollars and two European studios in euros, and she has a year of invoices behind her, so every chart on her screens has something to show.

What you see on the screen

The Dashboard is the first tab of the bottom navigation. Its title is the name of your default business profile. In the top-right corner there are two icons: a calendar (Filter by date) and a grid with a plus (Dashboard widgets). Below them sit the stat cards, two per row on a phone, followed by whatever other cards you have enabled. An extended New Invoice button floats at the bottom.

Invoice Flow app dashboard titled Priya Raman UX with four stat cards, Outstanding $7,300, Overdue $5,700, Paid This Month $5,500 and Total Invoices 31, above a Recent Invoices list with draft, sent and paid rows
The default dashboard: four money cards and the five most recent invoices.

Out of the box the dashboard shows five widgets: Outstanding, Overdue, Paid This Month, Total Invoices and Recent Invoices. The Recent Invoices card lists the five newest invoices with a status badge, the client, the issue date and the total in the invoice’s own currency; View All jumps to the invoice list.

Analytics lives under the Tools tab, in the Business Intelligence section, as the green Analytics card. The screen opens with a row of period chips (This month is selected by default) and a long scrolling column of cards: Revenue Summary, Profit & Loss, Revenue Trend (12 mo.), Top 5 Clients, Expense Breakdown, Invoice Status, Outstanding by age, Tax collected by country, Cash flow forecast, Days Sales Outstanding (DSO), Recurring revenue, Profit per client and Quote conversion. The PDF icon in the app bar is Export PDF.

Reports is reached from Settings, in the Invoice Settings section, via the Reports tile. It has exactly three cards: Revenue (last 6 months), Top clients and Average days to payment.

How to read the dashboard cards

The four stat cards are money totals converted into your profile’s default currency. An invoice in another currency is included only if it carries an exchange rate or a base-currency total; otherwise it is left out rather than added at face value. Estimates and quotations never count.

CardWhat is summed
OutstandingTotals of invoices with status Sent
OverdueThe part of Outstanding whose due date is before today
Paid This MonthTotals of Paid invoices whose payment date falls in the current month
Total InvoicesNumber of invoices (any status) that could be converted

Overdue is not a separate status you set. A sent invoice becomes overdue the day after its due date and the badge in Recent Invoices switches to Overdue on its own. On Priya’s screen, $5,700 of the $7,300 outstanding is late: two invoices from July and August that passed their due dates.

  1. Open the Dashboard tab.
  2. Read Outstanding for the total you are waiting on, and Overdue for the part you should chase.
  3. Tap the calendar icon (Filter by date) to restrict the money cards to invoices issued in a date range, then tap Show.
  4. A chip with the chosen range appears above the cards; tap its close icon to return to all-time figures.

The date range applies to the stat cards and to Recent Invoices, and it filters by issue date. With a range set, Paid This Month changes meaning to “paid inside the range”. The filter is not saved; it resets when you restart the app.

How to customise the dashboard

Beyond the five defaults there are seventeen more cards. Some are money views (Paid all time, Paid this quarter, Paid this trimester, Weekly Revenue, Average Invoice, Profit This Month), some are lists (Pinned Invoices, Top Debtors, Recent Clients, Expiring Contracts, Low Stock Alerts), and some are counters or shortcuts (Drafts, Overdue Schedules, Expenses This Month, Active timer, Quick actions, Alerts).

  1. Tap the Dashboard widgets icon in the top-right corner.
  2. In the Dashboard Widgets sheet, drag a row by its handle under Active (drag to reorder) to change the order on the dashboard.
  3. Tap the red minus icon to hide a card; it moves to the Hidden list.
  4. Tap the plus icon next to a hidden card to add it at the end of the active list.
  5. Swipe the sheet down to close it; the dashboard updates immediately and the layout is remembered.
Invoice Flow app Dashboard Widgets bottom sheet listing five active cards with drag handles and remove icons, and a Hidden section with Paid all time, Paid this quarter, Paid this trimester and Pinned Invoices with add icons
The Dashboard Widgets sheet: active cards on top, hidden cards below.
Invoice Flow app dashboard with Paid this quarter $23,151, Profit This Month $4,915.01 with revenue and expense subtitle, Top Debtors listing three clients in red, Average Invoice $3,186 from 25 paid, and Drafts 2 unsent invoices
The same data with Paid this quarter, Profit This Month, Top Debtors, Average Invoice and Drafts enabled.

Consecutive stat cards are packed into one grid, so keep the small money cards together at the top and put list cards below them. Most list cards disappear entirely when they have nothing to show: Top Debtors hides without unpaid invoices, Drafts hides at zero, Expiring Contracts only appears when a contract ends within 30 days.

Profit This Month is the simplest profit figure in the app: payments received this month minus expenses dated this month, with the two numbers spelled out underneath. Top Debtors ranks clients by the amount still due on their sent invoices, and tapping it opens the client list. Average Invoice is the mean total of every paid invoice, with the count in the subtitle.

How to analyse a period in Analytics

The period chips are the key to the Analytics screen. This month, Last month, This quarter and This year are calendar ranges; All time removes the filter. The period selects invoices by issue date and expenses by expense date. Three cards ignore the chips on purpose because they are about the present rather than a window: the twelve-month trend, Outstanding by age and Cash flow forecast.

  1. Open Tools and tap Analytics in the Business Intelligence section.
  2. Swipe the chip row left if needed and tap This year (or any other period).
  3. Read Revenue Summary: Invoiced, Paid, Outstanding and the Collection rate.
  4. Check Profit & Loss and the arrow badge, which compares net profit with the previous period of the same length.
  5. Scroll down for the trend chart, client ranking, expenses, status counts and receivables cards.
Invoice Flow app Analytics screen with the This year chip selected, a Revenue Summary card showing Invoiced $72,700, Paid $57,700, Outstanding $7,300 and Collection 79.4% in green, a Profit and Loss card with a 148.1% up badge, revenue, expenses, net profit $49,787.09 and margin 86.3%, and the start of the Revenue Trend chart
This year for Priya: a 79.4% collection rate and net profit up 148% on last year.

Revenue Summary adds up every invoice issued in the period, including drafts, as Invoiced. Paid is the total of invoices marked paid, Outstanding is the amount still due on sent invoices, and Collection is Paid divided by Invoiced. The rate turns green at 75% and above and red below that. Because drafts are part of Invoiced, a month with several unsent drafts shows a lower rate than you might expect; switch to a longer period for a fairer picture.

Profit & Loss subtracts expenses in the period from paid revenue and shows the margin. The delta badge appears only when a previous period exists (never for All time) and when the previous net profit was not zero.

Revenue Trend (12 mo.) plots payments by the month they were received, for the last twelve calendar months, and converts foreign-currency invoices into your base currency. It needs a payment date on each paid invoice, which the app records when a recorded payment settles the invoice. Top 5 Clients ranks clients by paid totals in the period, with the number of invoices in brackets and a bar relative to the leader.

Invoice Flow app Analytics scrolled to the Revenue Trend 12-month line chart peaking in June, a Top 5 Clients card ranking Cascade Credit Union, Lumen Health, Fieldnote Software, Klarwerk GmbH and Tulp Digital with progress bars, and the top of an Expense Breakdown donut chart
Twelve months of collected revenue and the five clients behind it.

Further down, Expense Breakdown is a pie of expenses by category with a legend, Invoice Status counts invoices in the period by their stored status, and Outstanding by age buckets every unpaid invoice that is past due into 0–30, 31–60, 61–90 and 90+ days with the count and amount for each bucket. Invoices that are not due yet do not appear in the aging card, which is why Priya’s $1,600 invoice due next week is missing from it while the dashboard still counts it as outstanding.

Invoice Flow app Analytics showing an Invoice Status card with Draft 2, Sent 3, Paid 17 and Cancelled 1 bars, an Outstanding by age card with two invoices totalling $5,700 in the 0-30 days bucket and zero in the older buckets, and a Tax collected by country card reading No tax collected in this period
Status counts for the year and the aging of what is still unpaid.

The remaining cards are quick indicators. Tax collected by country sums the tax on invoices in the period by the client’s country. Cash flow forecast projects what should arrive in the next 30, 60 and 90 days from unpaid invoices and active recurring schedules. Days Sales Outstanding is the average number of days between issuing and getting paid, coloured green up to 30 days, orange up to 60 and red beyond, with the three slowest payers listed. Recurring revenue normalises active schedules into MRR and ARR. Profit per client subtracts client-tagged expenses from what each client paid. Quote conversion shows the share of estimates in the period that became invoices.

How to export Analytics as a PDF

  1. Select the period you want the report to cover.
  2. Tap the PDF icon (Export PDF) in the app bar.
  3. Choose where to send the file in the Android share sheet.

The PDF is an A4 page with your business name, the period label and the generation date, followed by a revenue summary (paid revenue, outstanding, expenses, net profit), key indicators (DSO, MRR, ARR, active schedules), the four aging buckets and the top five clients. The file is named analytics-<timestamp>.pdf and is not stored inside the app. Export is a Pro feature; viewing the screen is free.

How to use Reports

Reports is a smaller, fixed view that many people find enough for a monthly check-in.

  1. Open Settings and tap Reports under Invoice Settings.
  2. Read the bar chart: one bar per month for the last six months, showing the total billed by issue date.
  3. Check Top clients for lifetime totals, paid and unpaid together.
  4. Note Average days to payment, the average gap between issue date and first recorded payment.
  5. Pull down to refresh after recording new payments.
Invoice Flow app Reports screen with a Revenue last 6 months bar chart from Apr 26 to Sep 26 and a subtitle Paid $62,950 Outstanding $15,000, a Top clients card listing four US clients with lifetime totals, and an Average days to payment card showing 18 days
Reports: billed revenue per month, lifetime top clients and an 18-day average to get paid.

Two things differ from Analytics. First, the chart is by billing month, not payment month, so a big invoice raised in July shows in July even if it was paid in August. Second, Reports works in one currency only: it picks the currency most of your invoices use and ignores the rest. Priya’s euro invoices are absent here, which is why only her four US clients appear under Top clients. The Average days to payment card relies on payment records; an invoice marked paid without a recorded payment does not contribute.

Rules and details

Choosing Mark as paid from the invoice menu, or from the multi-select bar in the list, only changes the status. It stores no payment date and no payment record, so those invoices are missing from the twelve-month trend, DSO and Average days to payment, and they still show an amount due. Record the payment through the invoice's payment dialog instead; a payment that settles the invoice sets the status, the payment date and the amount due together.

Tips

Compare Outstanding on the dashboard with the total in Outstanding by age. The difference is money that is invoiced but not yet due, which tells you how much of your receivables is simply waiting on normal payment terms.
If you bill in more than one currency, add an exchange rate to every foreign invoice when you create it. Without one, the invoice vanishes from the dashboard totals and from Analytics, and your revenue looks lower than it is.
Use This year rather than This month for the collection rate in the first days of a month. With only one or two invoices issued so far, a single draft can push the rate below 75% and colour it red.
Put Top Debtors and Drafts on the dashboard if you tend to forget follow-ups: one shows who owes you the most, the other reminds you about invoices written but never sent, and both open the right list with a tap.