Getting paid: invoices, reminders and payments

Invoices live on the deal's Money tab. Pointerly tracks what you invoiced and what the brand still owes. It never touches the money: the brand pays you directly, the way you agreed.

Set up your billing details once

Go to Settings → Collaborations → Business details. What you enter under Billing identity is printed on every invoice Pointerly writes for you:

• your legal name and, if you have one, your business name;
• your address and country;
• your tax ID. The kind depends on your country: EIN in the US, CPF or CNPJ in Brazil, VAT in Europe, and so on. For a Social Security or ITIN number, Pointerly keeps only the last 4 digits. Never type the full number;
• a billing email and, optionally, a phone number;
• Payment methods: PayPal, bank accounts, Zelle, Wise, PIX. Account numbers are encrypted and shown masked; invoices print the methods you tick. See Business details;
• your default currency and payment terms (Net 30 unless you change it);
• how invoices are numbered: a prefix, the number of digits and the next number (INV-0001, INV-0002…);
• an optional logo (PNG or JPEG, up to 1 MB) and a footer.

Only people in your workspace see these details. They're never sent to AI.

Write an invoice in Pointerly

On Money → Invoices, choose Write invoice. Pointerly fills it in from the deal:

• Lines from the deal's deliverables and their prices. If the prices don't add up to the agreed value, you get one line for the agreed value with the deliverables listed under it.
• Agreed terms: the usage rights and exclusivity you agreed on.
• Already invoiced: any invoice you already made on this deal, like a deposit, is subtracted.
• Bill to: the brand's billing details. The first time, it starts from the brand's name and the deal's contact. Fill in their billing name, address and tax ID, and keep Keep these billing details on the brand checked to reuse them next time.
• Dates: issued today, due after your payment terms.
• Your payment instructions, footer and logo.

Change anything: add or remove lines, change quantities and prices, add a discount (a percentage or an amount), add a tax with its rate, or add a PO number and notes. Pointerly doesn't calculate taxes for you: add the tax you charge. The totals update as you type.

Choose Create draft and PDF. The invoice gets the next number and its PDF opens. You'll also find the PDF in the deal's Files. While it's a draft, you can still edit it from its row menu. Each save makes a new version of the PDF.

Once you've sent it, the invoice can't change, because the brand already has it. To correct it, choose Void and reissue on its row menu. The old one is voided, and a corrected copy with a new number opens for you to fix and send.

Or add your own invoice

Made the invoice in your own tool? Choose Add your own. It's prefilled from the deal:

• Invoice number: the next one in your own sequence (INV-0001, INV-0002…). Change it to match your accounting tool.
• Amount and currency: the deal value, minus anything you already invoiced (for a deposit plus a final payment, add two invoices).
• Issue date and due date: today and 30 days later. Change them to your payment terms.
• Invoice file: pick a file that's already on the deal, or Upload the PDF you made. An invoice the brand sent, or one attached to the deal's emails, is already in the deal's Files tab, typed as Invoice.

Send it to the brand

On the invoice's row menu, choose Send by email. The email answers in the deal's email thread when there is one, goes to the deal's contact, and carries the invoice PDF. You can edit the message before it goes.

It follows Settings → Collaborations → Email delivery: unless you turned sending on, it's saved as a draft in your mailbox, and you send it from there. Either way, the invoice is marked Sent.

After it's sent:

• A deal that's Delivered moves to Invoiced.
• The deal's Invoice due date follows the invoice.
• Two follow-ups are added for you: on the due date ("check the payment") and a few days after it ("send a payment reminder"). Follow-ups remind you; they never email the brand on their own.

Invoiced the brand another way (a platform, your accounting tool)? Choose Mark as sent instead.

When it's late

The day after the due date, a sent invoice becomes Overdue. You get a notification, and the deal's timeline says so.

Choose Send a payment reminder on the row menu. The reminder goes in the same thread, with the invoice attached again. A brand gets at most one reminder per invoice every 7 days. To change that, go to Settings → Collaborations → Payments. Brands marked do not contact never get one.

When the brand pays

Mark it paid

Once the money is in your account, choose Mark paid. Enter the amount you received and the date. When every invoice of the deal is paid:

• the deal moves to Paid, and
• Earnings counts it as received income (the deal's Earnings entry turns Paid).

A deal that isn't delivered yet (a deposit, for example) stays where it is. Move it to Delivered when the work is done.

The brand's "payment sent" email

When the brand writes on the deal's thread that they paid (or sends a remittance), Pointerly notices. A note appears on the Money tab, with the sentence from their email, and you get a notification. Check your account, then choose Mark paid (prefilled with what the email says) or Not a payment. If they say the payment is scheduled, that's shown as a note, not a payment.

Pointerly checks every few minutes while an invoice is open, and only the brand's new emails on that deal. Each check with new mail uses one AI credit (none on your own AI key) and runs on the same private AI setup as the rest of your mail. To look right away, choose Check emails for a payment.

By default, nothing is marked paid from an email alone. In Settings → Collaborations → Payments you can turn on Mark paid from the brand's email. Then a clear "payment sent" email that states the same amount and currency as the invoice marks it paid on its own, and tells you. Anything less certain still waits for you.

Agents

An agent with Read the invoices can tell you what's owed and what's late. With Send a payment reminder, it can remind the brand about an unpaid invoice. That's an approval card by default, at most once per your reminder cadence, and saved as a draft when the agent isn't allowed to send email. With Draft an invoice (off unless you turn it on), it can propose a draft invoice for a delivered deal. That's always an approval card: once you approve, the draft and its PDF wait on the Money tab for you to check and send. Agents never send, void or mark invoices paid.

History

Every invoice step goes in the deal's History under Payments: added, edited, sent, overdue, reminders, payment emails, paid and voided. It records who did it: you, an agent, or the automatic overdue check.