Kanban Your Cash Flow: Turn Tasks Into Invoices Faster

When every card on your board maps to billable work, moving a task to Done should move money into your bank account. With Invoice Master Kanban, it does.

Why Kanban boosts cash flow

• Visual progress → fewer bottlenecks: See stalled work before it delays billing.
• Easy handoff to invoicing: Each card captures scope, pricing, and notes you can drop into an invoice in minutes.
• Shorter quote‑to‑cash: Clear swimlanes and ready-to-bill cues mean earlier payment.
• Clear scope control: Columns and agreed WIP limits prevent overservicing and margin leaks.
• Audit‑ready history: Time‑stamped moves show who did what—and when.

Need instant billing after approvals? See Convert Quotes to Invoices Instantly.

60‑second setup

1. Boards → New Board → “Service Project” template (To‑Do / Doing / Review / Done).
2. Add tasks as cards; note price or estimated hours inside each card.
3. Use card descriptions/comments for requirements and deliverables.
4. Start dragging—progress updates in real time and everyone sees what’s next.

Pro move: attach contracts, mockups or SOWs so they carry to the invoice.

Column blueprint that speeds payment

| Column | Purpose | Quick Win | |---|---|---| | Backlog | Unapproved ideas | Keep non‑billable items out of scope. | | Ready | Green‑lit work | Only cards here count toward quotes. | | Doing | Active tasks | Capture scope changes in comments while work happens. | | Review | Waiting on client approval | Drop a checklist for sign-off items. | | Done (Ready to invoice) | Finished & waiting to bill | Link the card in your invoice notes for easy reference. |

From task to invoice (without missing details)

• Open each Done card and copy the scope, notes, and agreed price into a new invoice line.
• Attach the board URL (or card permalink) in invoice notes for quick back-and-forth with clients.
• Billing in phases? Duplicate the card, rename the next milestone, and reset it to Ready so nothing slips.
• Want recurring work? Combine this workflow with Automating Recurring Invoices.

Control WIP, increase throughput

Agree on a soft Work‑In‑Progress limit for Doing (e.g., max 3 cards). When it’s full, pause new starts until something moves forward—this shortens cycle time and pulls revenue forward.

Metrics to watch on your board:

• Lead time: Backlog → Done
• Cycle time: Doing → Done
• Throughput: Done cards per week

Deep‑dive your numbers in Dashboard Deep‑Dive.

Capture approvals without email ping‑pong

• Log client feedback directly in card comments so context stays with the work.
• Use the Review column to signal “awaiting approval” and note who’s chasing sign-off.
• When approval arrives, move the card to Done and note who signed off.

Mobile-friendly workflows

• Fully responsive—drag cards and log time from any phone.
• Boards stay tidy even when multiple collaborators work in the same account.
• Activity feed shows assignments, edits, and moves for accountability.

Pro workflows

• Board templates: Duplicate a board when onboarding similar clients so stages and checklists stay consistent.
• Labels & comments: Use color labels for priority and comments for context so hand-offs stay smooth.
• Project hub: Attach your board notes to Projects so quotes, invoices, and tasks live together.

FAQ

Can I invoice multiple tasks at once?
Not yet. Use the board to collect final scope, then add each card’s details to your invoice before sending.

Do boards replace my PM tool?
For many freelancers and small teams, yes. Boards cover task tracking, time logs, approvals, and billing in one place.

How do I share progress with clients?
Share periodic summaries or hop on a quick screen share while walking through the board; every card shows exactly what changed.

What about recurring work?
Duplicate cards for recurring tasks, rename them for the next period, and move them back to Ready so the cycle starts fresh.

Is there a mobile view?
Absolutely—manage boards, time logs, and invoices on any device.

5‑minute challenge

1. Create a board and add three active tasks with pricing in the card notes.
2. Move one task to Review, request approval.
3. Drag the approved task to Done (Ready to invoice).
4. Open the card, copy the details into a new invoice line, and send.
5. Watch your quote‑to‑cash time shrink.

👉 Try Invoice Master free and turn work‑in‑progress into cash‑in‑bank faster.