Invoice Statuses
Understand invoice states from draft through paid or cancelled.
Invoice statuses show where an invoice is in the billing workflow. Use them to decide what needs attention and what should be left alone.
Draft
Draft invoices are still being prepared. They can be edited before the customer receives them.
Use drafts while you are checking line items, taxes, discounts, attachments, and payment instructions.
Before sending, preview the customer-facing invoice and confirm the account, contact, due date, payment methods, notes, attachments, and template branding. Draft is the safest place to fix mistakes because the customer has not been asked to pay yet.
Use a draft review checklist for invoices with taxes, discounts, attachments, or large totals. Those invoices are more likely to need finance or manager approval before sending.
Sent and Viewed
Sent invoices have been delivered or shared with the customer. Viewed invoices show that the customer has opened the invoice experience.
If a customer says they did not receive an invoice, confirm the email address, resend the invoice, or share the public invoice link.
Viewed does not mean paid or approved. Use it as a signal for follow-up, not as proof that the customer accepted the balance.
When following up on a viewed invoice, review recent payments, customer emails, and estimate or contract context first. The customer may have questions, a purchase-order requirement, or a requested correction before paying.
Partial and Paid
Partial invoices have at least one payment recorded but still have a remaining balance. Paid invoices are fully settled.
Record manual payments only when the money was received outside the connected payment gateway. Online payments should normally update the invoice through the gateway flow.
Before editing a partial or paid invoice, review payment history and customer communication. Use credit notes or follow-up invoices when a change would make the settled record hard to understand.
If a partial payment was expected, add a note or task for the next collection step. If it was unexpected, compare the bank/gateway record with the invoice balance before sending reminders.
Overdue and Cancelled
Overdue invoices are unpaid past their due date. Review the customer context before sending reminders or changing payment terms.
Cancelled invoices should no longer be collected. Use cancellation when the invoice should be stopped instead of edited into a different business case.
If an invoice is overdue because payment terms changed, update the customer communication and next action. Do not rely on status alone to explain the collection plan.
Cancel only when the invoice should no longer be collected. If the customer still owes a corrected amount, issue the appropriate replacement invoice or credit note so reporting and customer history remain understandable.
If the invoice is overdue but the customer already paid outside Agiled, record the payment before sending another reminder. Status should reflect the actual collection state.
Status Review Routine
Review draft invoices before sending, sent/viewed invoices before reminders, partial invoices before month-end, overdue invoices before escalation, and cancelled invoices before reporting. Each status should drive the next action, not just label the record.
Status Decision Guide
- Keep as Draft while internal review is still happening.
- Treat Sent and Viewed as follow-up signals, not payment proof.
- Use Partial to track collection work on the remaining balance.
- Use Paid only when the full balance has been settled.
- Use Overdue to prioritize collection review.
- Use Cancelled when the invoice should no longer be collected.