Getting paid on time is the whole point of invoicing, and Pharmosphere keeps every invoice's status in one place so nothing is overlooked.
A quick reminder up front: the app tracks status only. The pharmacy pays you directly, and you send the invoice and any reminder yourself.
Pharmosphere never touches the money
Pharmosphere never holds, sends or processes money, and it never contacts the pharmacy for you. It records where each invoice stands and prepares the text you send — you do the sending, and the pharmacy pays you directly.
How an invoice moves through its stages#
Every invoice follows the same path, from the moment you draft it to the moment the payment lands.
Draft: You build the invoice from logged shifts. Edit it freely or delete it — nothing has been sent yet.
The four statuses#
On your invoices list each invoice carries exactly one status at a time.
| Status | What it means | Can you still edit? |
|---|---|---|
| Draft | Created but not yet sent. | Yes — edit or delete freely |
| Sent | You've emailed it to the pharmacy and selected Mark as sent; the due date is now counting down. | No — it has been issued |
| Overdue | A sent invoice that is past its due date. Worked out automatically from the due date, so you don't set it yourself. | No — chase it instead |
| Paid | You've received the payment and selected Mark as paid. | No — but you can undo a mistake |
Find what needs attention fast
Use the filter tabs (All, Draft, Sent, Overdue, Paid) to focus, and Sort by Newest or Due date to surface what's most urgent. The summary cards show your Outstanding, Overdue and Paid totals at a glance.
New invoice · #0042
DraftTotal £460.40
PDFMarking an invoice sent, then paid#
- 1
Send it from your own email
Send the invoice to the pharmacy from your own inbox. The app prepares the text and PDF — you do the actual sending.
- 2
Mark it as sent
Open the invoice from your invoices list and select Mark as sent, so its due date starts counting down.
- 3
Mark it as paid
When the payment lands in your account, open the invoice and select Mark as paid.
Note
Marked something as paid by mistake? Select Mark as unpaid to undo it and return the invoice to Sent.
Chasing an overdue payment#
When an invoice goes overdue, an "action needed" card appears on your dashboard listing each one. For any overdue invoice:
- 1
Reveal the reminder
Select Chase payment to reveal a ready-written reminder, with both subject and message filled in.
- 2
Copy it or open your email app
Choose Copy text to copy the reminder, or Open in your email app to drop it straight into a new email.
- 3
Send it, then log the chase
Send it yourself from your own inbox, then select Mark as chased so Pharmosphere records the date you chased.
You'll then see the date stamped against that invoice — shown as Reminder sent on the hub and Chased on in your invoices list — so you always know when you last followed up.
Need to chase again?
The Chase payment option stays available after the first reminder. Reopen it, copy or send a fresh reminder, then select Mark chased again — the button reads Mark as chased the first time and Mark chased again thereafter, and re-stamps the date each time so you can send as many reminders as it takes.
Key takeaway
Pharmosphere prepares the reminder and remembers when you chased — but the email and the payment always travel directly between you and the pharmacy.
A nudge by email, so nothing slips#
So an overdue invoice doesn't go unnoticed, Pharmosphere emails you — never the pharmacy — a short reminder when one of your invoices passes its due date. It arrives at most once a week, links straight to your invoices, and simply prompts you to chase or to mark it paid. The chasing and the payment still travel directly between you and the pharmacy.
Turn reminders off any time
These reminders are on by default because they're about your own account activity. To stop them, go to Email preferences and untick Invoice reminders — every reminder email also carries a link straight there.
New to invoicing here? Start with Create an invoice, or see Log a shift to feed work into your next one.