From an empty workspace to a settled balance

Sign up with your name, an email address and a password of at least six characters. Umikflow sends a confirmation link to that address; open it, then sign in.

The workspace that appears is empty and belongs to your account alone. Fill your business profile when you are ready: name, address, Tax ID if you use one, tax mode, invoice look, and payment details for the bill.

A client needs three things: a name, a mobile number with its country dial code, and the total fee you agreed for the work. You can also add a reference — a project name or a short description of what you are billing for — which appears on reminders and invoices.

Add clients as you take the work on, or add your current ones in a sitting. The order does not matter; the list is searchable and filterable either way.

The agreed fee is the total for that piece of work — the figure you and the client settled on. It is the number everything else is measured against, so it is worth entering accurately.

If the scope changes later and you renegotiate, edit the client and update the fee. The balance recalculates against the new total straight away.

When money lands, open the client and log the payment: the amount, the date it arrived, and a note if it helps you remember what it covered. Each entry stands on its own, so a deposit, a milestone payment and a final settlement are three separate records rather than one running total you keep editing.

Recording a payment does not move money. Your client pays you the way they already do — bank transfer, card, cash, or however you already arrange it — and you note what arrived.

The client file shows three figures side by side: the agreed fee, the total paid and the outstanding balance, with a status of Fully Paid, Partially Paid or No Payments. The dashboard rolls those up across every client so you can see the whole picture at once.

Filter the client list by status when you want the short version — usually everyone who is not fully paid.

Open Create invoice, pick a customer, and add products or services with quantity and unit price. The invoice look comes from Look of the bill on your profile — that choice is layout, not tax. Apply tax-inclusive or tax-exclusive pricing using the rate you set. Preview the A4 page, then print it or download a PDF.

Tax invoices do not change the outstanding balance on the dashboard. That figure still comes from the agreed fee minus payments you record on the client file.

When a balance has been sitting too long, open the client, choose English, Hindi or Gujarati, and WhatsApp opens with a reminder already written — the reference, the agreed fee, what has been paid and what remains.

You read it, adjust it if you want to, and press send. Umikflow does not send anything on its own. If the customer needs the formal bill, send the PDF you already downloaded.