Each invoice carries a status that reflects where it is in its life cycle. Statuses fall into two groups: open (still owed) and closed (settled).
| Status | Group | Meaning |
|---|---|---|
| Draft | Open | Created but not yet sent. Only you can see it. A draft never becomes Late, however old its due date. |
| Sent | Open | Sent to the client (or marked as sent) and awaiting payment, not yet past due. |
| Late | Open | Past its due date with a balance still owing. |
| Paid | Closed | Fully paid (by payments, or fully covered by credit). |
| Written-off | Closed | Cancelled/forgiven without payment, but kept on record (see 6.11). |
Open an invoice (click its row) to see its detail view, with the action buttons across the top, the running Balance (or Paid amount once it is settled), and a status stamp on the invoice itself. A late invoice also shows how many days late it is in red next to the balance.
The buttons available depend on the invoice’s status:
| Status | Main buttons | Under More Actions |
|---|---|---|
| Draft | Send Invoice, Edit Invoice, Record Payment | Follow, Mark as Sent, Duplicate, Delete |
| Sent | Re-send Invoice, Edit Invoice, Record Payment | Follow, Mark as Draft, Write Off Invoice, Duplicate, Delete |
| Late | Send Reminder, Edit Invoice, Record Payment | Follow, Mark as Draft, Write Off Invoice, Duplicate, Delete |
| Paid | Send Thank-you, Edit Invoice | Follow, Duplicate, Delete |
| Written-off | Re-open Invoice only | — |
- Mark as Sent records a Sent On date without emailing anything—use it when you handed the invoice over another way. The invoice becomes Sent, or Late straight away if its due date has already passed.
- Mark as Draft takes a sent or late invoice back to draft (after you confirm).
- Duplicate opens the Add Invoice form pre-filled from this invoice, so you can adjust it and save it as a new draft.
- Follow opens a submenu where you tick the invoice events you want to be notified about (see Section 9).
- Re-open Invoice returns a written-off invoice to Draft.
Note: When an invoice is set to sync with QuickBooks, More Actions also lists Sync to QBO and Sync Payments from QBO, and a round QBO logo marked Linked appears in the window header once the invoice has been synced (see Section 4).
Every invoice also has PDF and Print buttons (top-right) for producing a printable copy, and a Last Activity line showing what happened last, who did it and when, with a View History link for the full audit trail. Once the client has opened the emailed invoice, a Last viewed on timestamp appears there too.
Statuses update on their own as things happen: when you send a draft it becomes Sent; when a sent invoice passes its due date with a balance owing it becomes Late; when payments (or credits) bring the balance to zero it becomes Paid; and if a payment is later removed from a paid invoice, it returns to Sent or Late depending on its due date.