Pairing Invoze and Vitsis: invoices on one side, runway on the other

Most freelancers run two parallel questions in their head. What am I owed, and when does it arrive? What can I actually spend, and for how long? Each question deserves a tool that answers it well, and they should hand off to each other cleanly.

This post walks through a workflow that uses Invoze for the first question and Vitsis for the second.

Why split the tools

A single app that tries to do both invoicing and cash flow forecasting tends to do one of them poorly. Invoicing wants structure: line items, terms, statuses, reminders. Forecasting wants flexibility: scenarios, recurring patterns, day-by-day projections.

Keeping them separate has two practical benefits. The invoicing tool stays focused on getting paid. The forecasting tool stays focused on what you can do with the money once you know when it shows up. The handoff between them is small and worth making explicit.

The workflow in five steps

The shape is simple. You issue invoices in Invoze, and you mirror the expected inflows into Vitsis as soon as you send them. Here is what that looks like in practice.

1. Send the invoice in Invoze

When the work is done, draft and send the invoice. Net 14, net 30, whatever your terms. The send date and due date are the two values you will care about in a moment.

2. Add the invoice as an "expected" inflow in Vitsis

In Vitsis, add a transaction:

• Direction: inflow
• Amount: the invoice total, post any fees you absorb
• Date: the due date, not the send date
• Status: expected

The status matters. Expected inflows show up in your forecast and runway, but they do not pretend the money is already here. If the client pays late, the forecast adjusts, not your bank balance.

3. Mark it as cleared when it lands

When the payment hits your bank, flip the transaction in Vitsis from expected to cleared. That is the only manual step that has to happen on each invoice, and it takes about ten seconds.

If you find yourself forgetting, batch it. A weekly Friday pass over Invoze's "paid" list and Vitsis's "expected" list will catch everything.

4. Re-run runway

Cleared inflows replace expected ones in the forecast. If a client paid early, your runway extends; if a payment slipped, your runway shortens, and you see it before it becomes a surprise.

This is the value of the split. Invoze tells you the invoice was paid. Vitsis tells you what that means for the next 60 days.

5. Repeat for recurring clients

For retainer clients, you do not need to re-enter a transaction every month. Set the inflow as a recurring expected entry on the cadence the retainer follows. When each instance clears, mark it cleared, and the next one is already in the forecast.

A worked example

Say you send three invoices on the first of the month: $2,400 due in 14 days, $1,800 due in 30 days, and a $1,200 retainer for next month.

The day you send them, your Vitsis forecast already shows three expected inflows on three specific dates. Your runway projection accounts for them. If your operating cash on hand was $4,500, the chart now shows you crossing comfortably past 90 days, conditional on those invoices clearing.

Two weeks later, the $2,400 lands. You mark it cleared. The runway tightens its assumptions slightly because there is now one fewer expected inflow to worry about, and one more cleared one. By the end of the month, the same is true for the $1,800.

This is the rhythm. The forecast is always honest about what is expected versus what is real, and the gap between the two is visible.

What to keep out of Vitsis

A common mistake is trying to mirror everything from your invoicing tool. Don't.

• Draft invoices that have not been sent should not appear in Vitsis. They are not expected income; they are intent.
• Estimates and proposals are out for the same reason.
• Late fees should be added only if you intend to charge them and the client has agreed; otherwise they are decorative.

The principle: an "expected" inflow in Vitsis represents money a third party has been billed for and has agreed, even tacitly, to pay. Anything earlier than that distorts the forecast.

What to keep out of Invoze

The other direction matters too. Outflows, recurring expenses, account balances, and tax setasides have no business in your invoicing tool. Mixing them in is how invoicing tools end up trying to be cash flow tools and doing both jobs worse.

Keep Invoze for what is owed to you. Keep Vitsis for what your money is actually doing.

Takeaway

Use Invoze to send invoices and track who has paid. Use Vitsis to mirror expected inflows, mark them cleared on payment, and watch the runway adjust as reality replaces expectation. The handoff is one transaction, one status flip, and a Friday review. That is enough.