Each invoice has a payment status that reflects its current state.
Status Types
Status Type | Description |
Not Due | The invoice due date has not been reached. No payment is required yet. |
Due | The invoice has reached its due date. Payment is expected. |
Overdue | The due date has passed. The invoice has not been fully paid. |
Paid | The invoice has been fully paid. The remaining balance is $0. |
How Status Is Calculated
Invoice payment status is automatically determined by:
The due date
The amount paid
For overdue payments, use Default Standard Invoice Terms (configured in Settings → Invoices or while creating an invoice)
You cannot manually change an invoice delivery status.
Sent → The invoice has been delivered to the customer
Not Sent → The invoice has not been sent
In the Invoices Module, the sending status of an invoice is separate from its payment status; an invoice's "sending status" does not determine whether it can be paid, so you can record a payment for customers even if the invoice hasn’t been sent.
Additionally, when processing a payment, the system offers the option to send a receipt to the customer.
Payments and Invoice Status
Full Payment
When the total invoice amount is paid:
Status changes to Paid
Balance becomes $0
Invoice moves to the Paid Invoices section
Partial Payments
Invoices can receive multiple payments over time. An invoice stays marked as Not Due, Due, or Overdue until it is fully paid. It is only labeled as Paid once the complete amount has been received.
Example
Invoice total: $3,104.83
Payment 1: $500
Payment 2: $1,000
Remaining balance: $1604.83
Screen showing 2 partial payments toward one Invoice