The invoice activity log

Scroll down on any invoice to find its activity log — a running history of everything that's happened to it.

Most of the time you'll never need it. The times you do — a client insisting they paid, a bookkeeper asking when something was sent, a teammate who changed a total without saying so — it is the difference between an argument and a fact.

Automatic system entries

Velosiq writes these for you, permanently:

• Status changes — "Status changed from Draft to Sent"
• Payments recorded — "Payment of $500.00 recorded via check #1042"
• Card charges — "Payment of $500.00 charged to Visa •••• 4242"
• Voided payments — when a cash or check payment is removed

System entries can't be edited or deleted — they're your audit trail. If a client ever asks "when did I pay this?", the answer is right there with a timestamp.

Because system entries are written at the moment the thing happens, the log is also the only place a voided payment survives. Voiding removes the payment from the payments table; the log keeps the line saying it existed and was voided, so money never silently disappears from an invoice's history.

Your own notes

Add notes to any invoice — a promise-to-pay date from a phone call, delivery details, anything worth remembering. Your notes show who wrote them and when, and you can delete your own notes if needed.

The habit that pays off is logging conversations, not just facts. "Spoke to Dana 14th, says cheque goes out Friday" turns a stale overdue invoice into a situation you can act on — and if Friday passes, you have a date to point at rather than a vague sense that you chased it once.

Client-facing vs. internal: the activity log is internal — your client never sees it. Anything you want the client to read belongs in the invoice's Notes field, which prints on the document itself.

That split is worth keeping straight. The activity log is where you write what you think; the invoice Notes field is where you write what the client reads — including on the copy visible in their portal.

The payments table

Above the activity log, invoices with payments show a payments table: date, method, reference, and amount for each payment, with the balance remaining below. Cash and check payments can be voided from here — see Record a payment.

Where it fits

The invoice activity log covers one invoice in depth. For a wider view — who changed what across clients, invoices, settings and team — see the activity log under Settings, which records account-level actions and keeps history for as long as your plan allows.