Start with one client company and one invoice you understand. That makes it easier to check the accounting record, learn the review flow, and agree how your team will use the workspace before bringing in a larger portfolio.

This guide describes the current Clawrk workflow. It is a product walkthrough, not a claim that a particular practice has achieved a financial result. The sample company and invoice references below are illustrative.

Set up the practice, then the people

Create an account when registration is available, verify your email, and complete the practice setup. Your practice name identifies the bookkeeping firm. A client company is one of the businesses whose receivables that firm manages.

Choose the timezone you want the practice to use. Review the team roles before inviting other people. An owner or administrator can manage practice settings and client controls; viewers can inspect the workspace without making business changes.

You can find the core steps in the Clawrk help center. If signup is not yet open to everyone, use the site's access-request link rather than assuming a published guide means registration is unrestricted.

Add the company in Clients

Open Clients and choose Add client. Enter the business name, contact information, and ledger currency. The contact for the client company is not automatically the billing recipient for every customer invoice; review invoice recipients separately.

For a fictional example, imagine your practice manages Juniper Studio. Juniper is the client company. A business that owes Juniper for design work is Juniper's customer. Keeping those two levels distinct makes imports, communication, and reporting easier to understand.

After adding Juniper, open its client panel. This is where you edit company details, manage its accounting connection, pause follow-up, or archive the company. Practice-wide settings stay in Settings.

Choose the accounting source before importing

For a QuickBooks company, start with an empty client in Clawrk. Open Accounting connection, choose the QuickBooks connection action, and authorize the correct company through Intuit. You need the appropriate authority to connect that company's records.

Let the initial synchronization finish, then inspect the imported balances, currency, and connection status. Read the QuickBooks integration overview before connecting a live company you manage.

For a manual ledger, add invoices directly or import a CSV using the template and import review. Do not populate a manual ledger and then expect QuickBooks to replace those records. Clawrk keeps the accounting ownership clear and prevents that silent switch.

If you are already using QuickBooks reminder emails, review those settings with your client before adding another sending routine. Intuit documents its existing reminder controls in the QuickBooks reminder guide.

Inspect the first invoice

Open Receivables, select the client, and inspect one invoice. Check the customer, amount, currency, due date, and message recipient. Read any existing history before deciding what should happen next.

Ask three questions:

1. Is the outstanding amount correct in the source record?
2. Does the customer have a question, dispute, or payment commitment that changes the next step?
3. Is your team authorized to send this message on the client's behalf?

If any answer is uncertain, resolve that uncertainty first. You can pause follow-up while the client reviews a question. A paused workflow does not erase or reduce the invoice balance.

Prepare and review a reminder

Prepare a reminder from the invoice workflow and review its text. Make sure the message fits the latest conversation. A first reminder and a request for an update after a missed promise should not sound identical.

Approve the reminder only when the recipient and content are ready. Approval allows the sending process to proceed; it is not a delivery receipt. For connected QuickBooks invoices, Clawrk checks the latest balance before submission.

Follow the recorded state afterward. A reminder can be submitted, delivered, bounced, failed, or held for attention. If the delivery result is uncertain, investigate rather than assuming the customer received it or sending another copy immediately.

Handle the response as new information

An incoming reply may explain why payment has not happened. Review it with the invoice. You can also record a customer reply handled elsewhere and distinguish it from an internal note.

If the customer promises to pay, record the amount and date. If the customer disputes the balance, pause routine outreach and involve the appropriate client contact. Neither action means payment has arrived.

For QuickBooks-owned records, make payment and invoice corrections in QuickBooks and synchronize the result. For a manual ledger, record the relevant financial event through the manual workflow. Keep cash payments and credits distinct in either case.

Bring the next client into the same routine

Once the first workflow is clear, repeat it for another company. Use Clients to manage that company's details and status. Archiving removes a company from the current list and frees a client slot while retaining its history; restoring it leaves follow-up paused until you review and resume it.

Client capacity belongs to the practice subscription. Archiving a company does not automatically change your bill. Review plan changes in Settings > Billing, where you can compare capacity and confirm the price.

Use the weekly receivables routine to keep this from becoming a one-time setup exercise. The workspace is most useful when the next person can see the balance, the conversation, and the next decision together.