How the Workspace Activity Feed Is Built

The workspace activity feed shows, newest first, what has happened across all your invoices: created, edited, sent, shared, viewed, paid, archived, converted, and deleted. It looks like its own log, but nothing is written to a separate feed. Each time you open it, the feed is built from the audit trail of every invoice in your workspace. That explains both what it shows and one thing it doesn't.

Built from Each Invoice's Audit Trail

Every invoice has an audit trail, an append-only list of events recorded when something happens to it. Most of these events are written in the same database transaction as the action, so the history matches what actually happened. The activity feed doesn't keep a copy of these events. When you open it, the server reads them directly and returns them in reverse date order.

Each entry includes the event type, who did it (a team member, or a client acting through the portal or a share link), their name and email where known, any extra details recorded with the event (for example the recipient address for a sent invoice or a reminder), and the time.

How It's Limited to Your Workspace

Audit events are recorded per invoice, not per workspace. They're linked to an invoice's group ID and nothing else. So to build your workspace's feed, the server first collects the group IDs of every invoice currently saved in your workspace, then returns only the audit events for those invoices. Since every group ID belongs to exactly one invoice, this shows you precisely your workspace's activity and nothing from anyone else's.

Each entry is labelled with its invoice number, taken from the saved invoice. If an invoice has no number yet, the entry uses its group ID instead, so every row still identifies its invoice.

Why Deleted Invoices Drop Out of the Feed

This is a direct result of how the feed is built. When you delete an invoice, its rows are removed from your workspace, but its audit events are kept. The audit trail is append-only, and the delete itself is recorded as a final "deleted" event. However, the feed only includes events for invoices that currently exist in your workspace, so once an invoice is gone, all of its history, including the deletion, no longer appears there.

The history isn't lost. It just isn't visible in the feed. If you need to see what happened to an invoice you're considering deleting, look at its audit trail first, or archive the invoice instead. An archived invoice stays in your workspace with the status "archived", so its whole history stays in the feed.

Paging Limits

The feed returns 50 events per request by default and up to 200 if more are requested, along with the total number of events, so the app can page through older activity. Large limits are capped so that a busy workspace with years of history can't slow the server down with one huge request.

Who Can See It

Admins, members, and accountants can all see the workspace activity feed, because it's a general overview of what's happening. The detailed audit trail for a single invoice, and its list of individual views with IP addresses and browser details, is available to admins only.

The Short Version

The activity feed is built when you open it from the audit trails of the invoices currently in your workspace. It reflects real events, it's limited to your workspace, and it pages through history in steps of up to 200. Because it only covers invoices that still exist, archive invoices you might need to look back on rather than deleting them.