An invoice is always in one of six states. Each one tells you what may still happen to it.
- Draft
- Being prepared. Not yet part of collections, not visible to the client.
- Unpaid
- Issued, with a balance and a due date. Reminders follow the automation settings.
- Payment pending
- A payment has started and its confirmation has not arrived.
- Paid
- Settled. Its transactions reconcile to it.
- Canceled
- No longer collectible. Keep the reason, and the service decision behind it.
- Refunded
- Money went back. Reconcile the gateway transaction and the client's balance.
Do not mark an invoice paid without money
A paid invoice should match a payment or a documented adjustment. Marking it paid by hand to clear a stuck payment hides a broken gateway callback.
Tick rows in the invoice list to apply an action to all of them from the footer of the list. Bulk actions run at once on every ticked row, so check the filter before you tick.