Automating Your First Client with Invoxa
Step 1: Create Your Account
Head to invoxaflow.com and sign up for a free 14-day trial. No credit card required. You'll be guided through a quick onboarding wizard that takes about 2 minutes. Choose your reminder tone (friendly, professional, or firm), set your escalation preferences, and you're ready to connect your first client.
Step 2: Connect QuickBooks
Click "Connect QuickBooks" in the settings panel. You'll be redirected to Intuit's secure OAuth login where you authorize Invoxa to read invoices and write payments. The connection takes about 30 seconds. Once connected, Invoxa immediately imports all your open and overdue invoices — typically within 2-3 minutes for most accounts.
Step 3: Review Your Dashboard
After the initial sync, your dashboard will show a complete picture: total outstanding, overdue amounts, recently paid invoices, and client health scores. Take a few minutes to review the data and make sure everything imported correctly. Invoxa automatically categorizes invoices by status and creates an aging breakdown.
Step 4: Configure Reminders (Optional)
Invoxa comes with smart defaults that work for most firms — friendly pre-due reminders 3 days before the due date, professional overdue reminders at 1, 7, and 14 days, and firm escalation at 30+ days. You can customize the tone, timing, and escalation rules for each client if needed, but most users find the defaults work perfectly.
Step 5: Turn On Autopilot
Once you're happy with the setup, simply leave Invoxa running. The autopilot monitors your invoices 24/7, sends reminders automatically, detects payments through QuickBooks sync, sends thank-you emails when clients pay, and updates everything in real-time. You'll get daily summary emails so you always know what happened without logging in.
Step 6: Add More Clients
Repeat the QuickBooks connection for each client you manage. Invoxa supports multi-client management from a single dashboard, so you can see all your clients' AR in one place. The Command Center view gives you cross-client analytics, aging breakdowns, and smart alerts for accounts that need attention. Most bookkeepers onboard 5-10 clients in their first week.
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