Payment tracking: open invoices, receivables and material for your accountant
24 July 2026 · 6 min read
Payment tracking means that you see which invoice has been paid and which is still open. When you mark a payment received, the invoice leaves the open list, and what remains are the receivables, that is the money you are still expecting from customers. From the same information you gather the material for your accountant. Here is how it works.
What is paid and what is open
When you send an invoice, it is open until the customer pays. When the money reaches the account, you mark the invoice paid. That way you always have an up-to-date picture: paid invoices are handled and open ones are awaiting payment. Without tracking it is hard to know who has already paid and who needs a reminder.
Tracking receivables
Receivables are invoiced money you haven't received yet. Tracking them matters, because an overdue receivable is money that belongs to you but isn't in the account yet. When you see open and overdue invoices in one view, you notice right away which invoice is worth reminding about.
- Open invoices: sent, not yet paid
- Overdue invoices: open ones whose due date has passed
- Paid invoices: the payment has arrived and been recorded
Material for your accountant in plain words
Your accountant needs three things: the sales invoices, the vouchers for purchases and costs, and the information on which invoices have been paid and when. When you deliver these gathered together, the accounting firm can record the sales and purchases, reconcile the bank transactions and prepare the value added tax return. Haimoo Invoice gathers the sales invoices, costs and payment information into one summary that you give to your accountant at agreed intervals, for example monthly or according to the VAT reporting period.
For value added tax you need the sales and their tax per reporting period. The reports in Haimoo Invoice include a monthly breakdown showing the amount before tax, the tax and the total, month by month. When the material comes gathered once, the accountant's work speeds up and there is no need to hunt for invoices in email.
How to track payments in Haimoo
- Mark an invoice paid when the payment shows in the account
- See open and overdue invoices in one view
- Gather the sales invoices, costs and payment information as material for your accountant
- Keep the value added tax summary for the return
When payments and receivables are up to date, you know all along how much money is coming in and what has already been paid, and your accountant gets clear material at once. You can start invoicing in Haimoo Invoice for free, and payment tracking, receivables reports and the expense and travel export open in full on the paid tier.