An invoice review checklist for the end of a project

A project can be finished while its billing still needs attention. Before you close out the work, review the documents and transactions together so a saved draft or recorded payment does not get mistaken for a completed billing cycle.

The short version

Check the document state, issued amount, payments, credits, and remaining balance. Review each currency separately. Keep a list of anything that still needs a customer conversation or an administrative correction.

1. Separate drafts from issued invoices

Start with the documents for the customer. A draft is work in progress. It is not an issued invoice simply because it appears in your workspace.

Review unfinished drafts and decide whether each still represents work that should be billed. Finalize a correct document when you are ready to issue it. Delete an ordinary draft only when you no longer need it. Finalized and void documents retain their history.

2. Check the remaining balance

Look at the issued total alongside recorded payments, refunds, and credits. A customer who paid part of an invoice may still have an outstanding balance. A zero balance can also result from a credit, so it does not always mean the full original amount was collected as cash.

Use the payment history to understand how the invoice reached its current balance. Do not add a second payment just to make the displayed state look complete.

3. Review one currency at a time

Klaq keeps currency totals separate. Review the outstanding amount for each currency independently instead of treating different currency amounts as interchangeable.

If your records show an invoice in USD and another in INR, keep the two review lines distinct. Currency conversion and valuation belong in a separate process appropriate to your business.

4. Reconcile customer communication

Check which PDF you shared and whether an email request is still queued, accepted, failed, or awaiting review. Provider acceptance is a sending-service state. It does not establish that the customer received, read, approved, or paid the invoice.

Keep your next message specific: identify the invoice, state the remaining amount, and ask for the missing information. Use your normal communication channel rather than assuming an automated reminder has been scheduled.

5. Prepare the next project

Correct customer details for future documents. Review reusable catalog descriptions and any recurring profiles that should pause after the engagement ends. Existing issued PDFs remain unchanged when those working records are updated.

Common questions

Is this a tax-filing checklist?

No. This is a workflow check for your Klaq records. Export or share the relevant records through your usual accounting review process when needed.

Should a completed project have no history left in Klaq?

No. Preserving the document and payment history helps you explain what was issued and how the balance changed.

Start with payment and document states, then review partial payments.