How it works
Track due dates, payment status, and reminders for payable documents in one workspace.
- Find a payable invoice or create a tracking task.
- Check its amount, source, due date, and status.
- Set a reminder or update locally managed payment status.
How invoices appear
- Detected: automatic detection uses extracted money direction and supported invoice or expense document types. A filename alone is not enough.
- Folder rule: a configured folder rule applies its default action to matching payable documents.
- Manual: a document can have a payment-tracking task created through the available document actions.
- Turning off automatic detection does not remove existing tasks or folder rules.
Understand payment status
- Unpaid: tracked as open. An unknown status is also displayed as unpaid; it is not proof of a bank transaction.
- Partially paid: only part of the invoice is settled, when that information is available.
- Paid: recorded as paid locally or supplied by the connected accounting system.
- Mark paid records a status. AI Sortify does not transfer money through this action.
Example: After paying a supplier outside AI Sortify, record the invoice as paid if its status is managed locally.
Set the due date
A due date can come from the document, a folder rule, a manual edit, or Lexware. For locally derived dates, a manual date takes priority over the detected document date; a rule delay can supply a date when none is found. Review the date rather than assuming it is correct.
Read the overview and filters
- Use currency selection before comparing monetary totals.
- Filter by payment status, reminder status, source, and due date, or search for an invoice.
- Overdue means an open item has a due date before today.
- Needs review can include missing due dates or monetary validation issues.
- A total is based on the tracked records; it is not a verified bank balance.
Create a folder rule
- Open the rules settings and choose the relevant folder.
- Choose a default action: ask for a decision, mark unpaid, remind, or ignore.
- For reminder rules, review the delay and available notification channels.
- Enable the rule when its behavior matches your workflow.
Example: For supplier invoices, choose a reminder rule so matching bills receive a follow-up date instead of relying on memory.
Use reminders
The current controls offer mobile and email reminders. Choose the date and channels offered by the app. Delivery depends on the channel being available. Check reminder status and errors; a scheduled reminder is not yet a delivered notification.
Lexware-managed invoices
When an invoice is linked to Lexware, payment status is managed there. Local paid/unpaid changes are blocked to prevent conflicting records. Review the source and synchronization information before trying to change its status.
Review and remove tracking
Open the original document when an amount or status needs checking. Removing a tracking task is different from deleting the source file. Read the confirmation, especially if automatic detection or a folder rule can identify that document again.
Learn more
The full guide covers more settings, requirements, and troubleshooting. Read the full guide →