Invoice Status & Payment Status
Invoice statuses plays a crucial role as to how they affect certain "actions" that can be done in relative to each invoice status.
The table below shows information as to what the user can do with each invoice status and the actions that can be perform on an invoice relating to the invoice status and which payment status can be seen with this invoice status.
| Invoice Status | Payment Status | Invoice status changable to | Allowed Actions |
|---|---|---|---|
| Draft | None | Unpaid | Send, Edit, Delete, Copy, Preview, Print, Share Preview Link, Share Edit Link, View History |
| Unpaid | Pending, Error, Cancelled, Declined | Paid, Cancelled | Edit, Cancel, Remind, Copy, Preview, Print, Share Payment Link, Share Edit Link, Share Preview Link, View History |
| Paid | Approved, Paid via Bank Transfer, Paid at Merchant | Refund | Copy, Refund, Preview, Print, Share Preview Link, View History |
| Expired | Pending, Error, Cancelled, Declined | N/A | Copy, Preview, Print, Share Preview Link, View History |
| Refunded | Approved, Paid at Merchant | N/A | Copy, Preview, Print, Share Preview Link, View History |
| Cancelled | Pending, Error, Cancelled, Declined | N/A | Copy, Preview, Print, Share Preview Link, View History |
The following diagram shows the relationship between invoice statuses and payment statuses and how invoice status can be changed.
Invoice Status Description
Draft
Invoice in this status means that it has not been sent to any customers yet, giving the user an opportunity to complete creating the invoice.
At this status, the user can edit, send, delete, copy, share edit link, and preview the invoice. Changes that has been made to the invoice at this status will not notify the customer of the changes that has been made.
Invoice status's can also be changed to Unpaid manually.
Unpaid
Invoice in this status means that the invoice has been sent to the customer and is now waiting for the customer to pay the invoice.
At this status, the user can edit, cancel, remind, copy, share payment link, and preview the invoice. Changes that has been made to the invoice at this status will notify the customer of the changes that has been made. The customer will then pay for the new detail changes instead of the previous one.
Invoice status's can also be changed to Cancelled manually. When changing the status to Cancelled, a reason must be specify as to why the invoice is being cancelled.
Paid
Invoice in this status means that the invoice has been paid by the customer(s) that has been attached to that invoice.
At this status, the user can copy, share the preview link and preview the invoice. Changes are not allowed to be made to the invoice.
Invoice's status can also be changed to Refunded manually. When changing the status to Refunded, a reason must be specify as to why the invoice is being refunded.
Expired
Invoice in this status means that the customer has chose to neglect paying for the invoice and it has been past the due date when it was in Awaiting Payment status.
At this status, the user can copy, share the preview link and preview the invoice. Changes are not allowed to be made to the invoice. In the event that there customer wants to make a purchase for the invoice after the due date has been, it is recommended that the user use the "Copy" action to copy the invoice's content to a new one, make the necessary changes and send the new invoice to the customer.
Invoice's status can't be changed at this status.
Refunded
Invoice in this status means that the customer has been refunded by the user.
At this status, the user can copy, share the preview link and preview the invoice. Changes are not allowed to be made to the invoice.
Invoice's status can't be changed at this status.
Cancelled
Invoice in this status means that the invoice has been cancelled by the user.
At this status, the user can copy, share the preview link and preview the invoice. Changes are not allowed to be made to the invoice.
Invoice's status can't be changed at this status.
Payment Status
None
This status is only available exclusively for invoice's status that is draft. There is no payment status because the invoice has not been sent to the customer(s) yet, so payment couldn't exist.
Pending
This status is attached to the invoice when an invoice has been sent to the customer(s). As the name of the status suggest, this status shows that the invoice is waiting for the customer to pay for the invoice.
Error
This status occurs when an error has been received from the payment gateway's provider when the customer attempts to make a payment but caused an error instead.
Cancelled
This status occurs when the customer has decided to cancel the payment by, for example, closing the page when they have already reached the payment gateway's provider website.
At this status, the customer can try making a payment again.
Declined
This status occurs when the customer tries to make a payment and the payment got declined by the customer's bank.
At this status, the customer can try making a payment again.
Approved
This status indicates that payment has been made successfully from the customer through a payment gateway.
Paid at Merchant
This status indicates that payment has been made directly at the merchant. Can only be set manually by the user.
Paid via Bank Transfer
This status indicates that payment has successfully been accepted via Bank Transfer. This requires the user to manually change the status of the invoice. Additional, the user can save transfer date and time.