What each invoice status means

Open Invoices and choose the invoice to review its status and available actions.

Every invoice sits at one status, and the status decides what you can do to it next.

Draft — you're still working on it. Nothing has been sent, it has no number yet, and you can change anything or delete it.

Awaiting approval — the total is above the limit you set, or you priced a line by hand, so a colleague has to agree before it goes out. Whoever wrote it can't be the one who approves it. An approver can also send it back to draft with a note.

Issued — it has a number, a due date, and the customer can see it. From here the wording and the amounts are fixed. If something is wrong, void it and write a new one.

Partly paid — money has arrived, but not all of it. The remaining balance keeps its original due date.

Paid — nothing is left owing.

Void — you withdrew the request. Your customer sees this as cancelled. The invoice stays on record so your numbering has no gaps, but nothing is owed any more and the link you sent stops working straight away.

Overdue isn't a status

Overdue sits on top of whatever the invoice already is: the due date has passed and money is still owed. So an issued invoice can be overdue, and so can a partly paid one. On the Invoices page it shows as a second badge beside the status, and Overdue is its own filter.

<!-- image-needed: invoice-list-status-badges.png - The Invoices list showing a status badge and the separate Overdue badge on the same row -->

What each status lets you do

| At this status | You can | | --- | --- | | Draft | Edit it, delete it, issue it, send it for approval | | Awaiting approval | Approve it, or send it back to draft with a note | | Issued | Send it, take payment, void it | | Partly paid | Send a reminder, take the rest, void it | | Paid | Nothing further — it's settled | | Void | Nothing — write a new invoice instead |

Why an invoice won't move

It's waiting on someone. Awaiting approval is a deliberate stop, not a fault.

You don't have permission for that step. Creating, issuing, approving, voiding and sending are separate permissions. Ask a workspace owner or admin.

Somebody else changed it first. If two people edit the same invoice, the second save is refused rather than quietly overwriting the first. Reopen it and try again.

Related

• About invoices
• Write and send an invoice
• Approve an invoice before it goes out
• Chase an unpaid invoice

Reverse a mistaken write-off

Open a written-off invoice and choose Reverse write-off. On mobile, open More first. Enter the reason and confirm. You need the same permission used to write off an invoice.

The original written-off amount becomes owed again. The original write-off stays in the history, with a separate reversal. Merchant cash and refunds do not change. Previously issued invoices and statements remain unchanged; a newly prepared statement includes the reversal at the date it happened.

Old payment links remain closed. Review the restored invoice before asking the customer to pay again. If the original amount or allocation history cannot be verified, the reversal is refused for review. An invoice with a reversed write-off cannot be written off a second time through this action.