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Atrium has a built-in invoicing workflow. You create invoices from the dashboard, send them to clients, and clients can pay directly from the portal. Invoice data stays inside your Atrium instance — no third-party invoicing tool required.

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Invoice statuses

An invoice moves through the following statuses during its lifecycle:

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Creating an invoice

1

Open a project

Navigate to Projects, open the relevant project, and click the Invoices tab.
2

Create a new invoice

Click New Invoice.
3

Add line items

Add one or more line items. Each line item requires a description, a quantity, and a unit price (in the smallest currency unit, e.g. cents). The total is calculated automatically from your line items.You can add up to 100 line items per invoice.
4

Set a due date and notes

Optionally add a due date and notes (up to 2,000 characters). Notes appear on the PDF and in the client’s portal view.
5

Save as draft

Click Save. The invoice is created with Draft status. Clients cannot see it yet.

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Sending an invoice

When an invoice is ready to send, update its status from Draft to Sent. This makes the invoice visible to the assigned clients in the portal.
1

Open the invoice

From the Invoices tab of the project, click the invoice you want to send.
2

Change the status

Set the status to Sent and save. The invoice is now visible in the client portal.
You can change the status back to Draft at any time before payment is recorded.

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PDF generation and download

Every invoice can be downloaded as a PDF. Atrium generates the PDF on demand from the invoice data.
  • From the dashboard: Open the invoice and click Download PDF.
  • From the portal: Clients can download a PDF of any invoice sent to them.
The PDF filename is based on the invoice number.

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Uploading an existing PDF invoice

If you already have an invoice PDF from another tool, you can upload it as an uploaded invoice instead of recreating it line-by-line in Atrium.
1

Open the Invoices tab

Navigate to the project and click Invoices.
2

Upload an invoice

Click Upload Invoice and select your PDF or image file (PDF, JPEG, PNG, and WebP are accepted).
3

Set the amount and details

Enter the total amount, an optional due date, and optional notes. The uploaded file is attached to the invoice record.
4

Save

The invoice is saved as a draft. Send it to make it visible in the portal.
Uploaded invoices store the amount as a single value rather than individual line items. PDF generation is not available for uploaded invoices — clients download the original file you uploaded.

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Client payment

Clients can pay invoices directly from the portal. On a Sent invoice, the portal shows a Pay button that starts a Stripe Checkout session. After a successful payment, the invoice status automatically updates to Paid.
Stripe must be configured on your Atrium instance to enable client payments. See the Payments Overview for configuration steps.

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Tracking payment status

The Invoices tab in a project shows all invoices and their current statuses at a glance. The main dashboard also displays your total Outstanding balance across all unpaid sent invoices. You can filter invoices by status (draft, sent, paid, overdue, cancelled) from the invoices list view.

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Exporting invoices

To export all invoices as a CSV, open the invoices list in the dashboard and click Export. The downloaded file includes the invoice number, status, type, total amount, due date, associated project, notes, and creation date.