Invoice Statuses

Invoice Status Overview

Invoices in OpenInvoice progress through different statuses to track their lifecycle:

Status Types

Draft

When: Invoice is created but not yet sent

Characteristics:

• Can be edited freely
• Not visible to customers
• Not included in reports (unless filtered)
• Can be deleted

Next Steps: Send the invoice to move to "Sent" status

Sent

When: Invoice has been sent to the customer

Characteristics:

• Visible to customer via shareable link
• Can still be edited (with caution)
• Included in "Outstanding" reports
• Email tracking available

Next Steps:

• Customer pays → moves to "Paid" or "Partially Paid"
• Due date passes → moves to "Overdue"

Paid

When: Invoice is fully paid

Characteristics:

• Payment amount equals invoice total
• Most fields are locked for editing
• Included in revenue reports
• Can generate payment receipt

Next Steps: Invoice is complete, no further action needed

Partially Paid

When: Some payment received but not full amount

Characteristics:

• Payment amount less than invoice total
• Can accept additional payments
• Shows remaining balance
• Included in "Outstanding" reports

Next Steps:

• Accept more payments → moves to "Paid" when fully paid
• Can still become "Overdue" if due date passes

Overdue

When: Due date has passed and invoice is not paid

Characteristics:

• Past due date
• Not fully paid
• Highlighted in dashboard
• Triggers overdue reminders

Next Steps:

• Send payment reminder
• Accept payment → moves to "Paid" or "Partially Paid"
• Can be cancelled if payment not expected

Cancelled

When: Invoice is cancelled (not expected to be paid)

Characteristics:

• No longer active
• Cannot be edited
• Not included in revenue calculations
• Can be filtered out of reports

Next Steps: Invoice is closed, no further action

Status Transitions

Automatic Status Updates

Statuses update automatically based on:

• Payment Received → Updates to "Paid" or "Partially Paid"
• Due Date Passed → Updates to "Overdue" (if not paid)
• Full Payment → Updates to "Paid"

Manual Status Changes

You can manually change status:

1. Open the invoice
2. Click Change Status
3. Select new status
4. Add note (optional)
5. Confirm

Note: Some transitions may require confirmation (e.g., cancelling a paid invoice)

Status-Based Actions

Different actions are available based on status:

Draft

• Edit
• Delete
• Send
• Duplicate

Sent

• Edit (limited)
• Send reminder
• Record payment
• View email tracking

Paid

• View details
• Download PDF
• Generate receipt
• View payment history

Partially Paid

• Record additional payment
• Send reminder
• View payment history

Overdue

• Send reminder
• Record payment
• Contact customer
• Cancel (if needed)

Cancelled

• View details
• Download PDF
• Restore (if needed)

Status Filters

Use status filters to:

• Find Specific Invoices - Filter by status
• Generate Reports - Include/exclude by status
• Track Workflow - See invoices at each stage
• Identify Issues - Find overdue or draft invoices

Best Practices

1. Keep Drafts Organized - Regularly review and send draft invoices
2. Monitor Overdue - Set up alerts for overdue invoices
3. Track Partially Paid - Follow up on partial payments
4. Use Status Consistently - Maintain accurate status for reporting
5. Review Regularly - Check status distribution in dashboard

Status Reports

View status distribution in:

• Dashboard Overview - Pie chart of invoice statuses
• Invoice List - Filter and count by status
• Custom Reports - Include status in report filters

Next Steps

• Managing Invoices - Learn about invoice management
• Payment Tracking - Record and track payments
• Payment Reminders - Set up automated reminders