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This reference explains the invoice statuses, how an invoice’s status is set, which actions (send, record payment, add credit, refund, void, edit, delete, change due date) are available in each status, and who can perform them. The user-facing roles referenced below are Admin, Ops Manager, Sales Admin, Sales Member, Client Coordinator, Crew Leader, and Crew Member.

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The six invoice statuses

An invoice is always in exactly one of six statuses. The status is shown on the invoice and drives which actions appear.

Status is automatic, never set by hand

You never pick an invoice’s status directly. It is derived from whether the invoice has been sent (or finalized by a payment or credit) and how much of the balance has been collected. Recording a payment, adding a credit, sending, or voiding an invoice is what moves it between statuses.

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How the status is derived

After a payment or credit changes the balance, the status is recomputed automatically:
  • A Voided invoice never changes status from a payment or credit. Recording a payment or adding a credit cannot move a Voided invoice.
  • A Draft is finalized by a payment or credit: recording a payment or adding a credit on a draft moves it out of Draft, and its status is then recomputed from the balance like any sent invoice. See Recording a payment or credit on a draft below.
  • If the remaining balance is below zero, the invoice becomes Refund Due. This happens when a credit note lands on an invoice the customer has already paid.
  • If the remaining balance is exactly zero, the invoice becomes Paid.
  • If part of the balance is still outstanding but some has been collected, the invoice is Partially Paid.
  • Otherwise the invoice is Open.

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”Overdue” is a flag, not a status

Overdue is not one of the five statuses. It is a separate flag the invoice shows when both of these are true:
  • The status is Open or Partially Paid, and
  • The current date, in the branch’s local time, is past the invoice’s due date.
A Draft, Paid, Refund Due, or Voided invoice is never marked overdue.

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Which actions are available in each status

The actions offered on an invoice depend entirely on its current status. The action menu hides anything that isn’t allowed, and the same rule is enforced when the action is submitted, so an action that isn’t valid for the current status is rejected. On a Draft, Record Payment and Add Credit finalize the invoice — they move it out of Draft and it can no longer be edited or deleted. Both stay disabled on a draft until it has been saved (no unsaved changes) and has at least one line item, and both ask you to confirm first. See Recording a payment or credit on a draft.

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Per-status summary

Draft

Can Send, Edit, Delete, and — once it is saved and has line items — Record Payment or Add Credit, either of which finalizes the draft. Cannot void.

Open

Can Send (re-send), Record Payment, Add Credit, Void, Change due date. Cannot edit line items or amounts, or delete.

Partially Paid

Can Send (re-send), Record Payment, Add Credit, Change due date. Cannot void, edit line items or amounts, or delete.

Paid

Can Send (re-send), Add Credit, and Change due date. No payments or voids; the balance is settled. A credit here moves the invoice to Refund Due.

Refund Due

Can Refund Invoice, Refund Payment, Add Credit, Send (re-send), and Change due date. No payments or voids. Recording the refund returns it to Paid.

Voided

A full end state. No actions beyond viewing and downloading the PDF — not even a due-date change.

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Action details

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Send

Sending a Draft invoice moves it from Draft to Open, records the send date, and adds it to the workspace ledger. An invoice that has already been sent — Open, Partially Paid, or Paid — can be re-sent without changing anything, so a client who asks for another copy or a paid receipt can get one. Only a Voided invoice can’t be sent; the attempt is rejected with the message “This invoice cannot be sent.” An invoice must have at least one line item to be sent — an empty invoice cannot go out. Sending one with no line items is rejected with “At least one line item is required.” On the invoice screen the Send Invoice / Resend Invoice button is disabled until an item is present, and also while the line-items editor holds unsaved changes, so the copy that ships always matches what’s saved.

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Edit

Only Draft invoices can be edited. Editing any other status is rejected with “Only draft invoices can be edited.” Line items can only be edited on invoices created from scratch or from an estimate; attempting it elsewhere returns “Line items can only be edited on invoices created from scratch or from estimates.” The due date must be on or after the issue date, otherwise you’ll see “Due date cannot be before issue date.” On a draft you built from scratch, editing also lets you change the tax rate applied to the invoice; the invoice re-rates its line items and its total from the rate you pick. On a draft imported from an estimate, the tax comes from the estimate and can’t be changed on the invoice — change it on the source estimate instead. Trying to change the tax on an estimate-based invoice is rejected with “Tax on an estimate-based invoice is changed on the estimate.” The one detail that stays editable past Draft is the due date — see Change due date below.

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Change due date

An invoice’s due date can be changed in any status except Voided, including after it has been sent and even after it is fully Paid. The due date is a collection term, not a posted amount, so moving it changes nothing about the balance, the payments already applied, or the accounting period — only when the invoice ages into overdue. A Voided invoice has nothing left to collect, so its due date is fixed. You change it on the Invoice Details card rather than from the three-dot action menu: adjust the Payment Terms, or choose Custom date and pick a Due Date, then click Save. The new due date can’t be earlier than the issue date. After it saves, you’re offered the chance to resend the invoice so the customer sees the updated date. Everything else stays locked once an invoice leaves Draft — the line items, the amounts, and the issue date can only be changed while the invoice is a Draft.

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Record Payment

Recording a payment is available on Draft, Open, and Partially Paid invoices. The payment is applied to the invoice, the balance is reduced, and the status is recalculated, which may move the invoice toward Partially Paid or Paid. You can optionally send a receipt. A recorded payment can later be deleted from the transaction row on the invoice (not from the invoice’s own action menu). On a Draft, recording a payment first finalizes the invoice — see Recording a payment or credit on a draft.

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Add Credit

Adding a credit is available on any invoice that isn’t Voided: Draft, Open, Partially Paid, Paid, and Refund Due. The credit is applied to the invoice and reduces its balance. It can’t be more than the invoice total, less credits already on it, and a credit that takes the balance below zero moves the invoice to Refund Due. The amount must be a positive number, otherwise you’ll see “Credit amount must be a positive number.” On a Draft, adding a credit first finalizes the invoice. See Recording a payment or credit on a draft. A credit can later be voided or edited from its transaction row, with these limits:
  • A credit that has already been voided cannot be voided again: “This credit note has already been voided.”
  • A voided credit cannot be edited: “Cannot edit a voided credit note.”
  • When editing a credit, you cannot change which invoices it applies to: “Cannot add or remove invoice allocations when editing a credit note.” and “Cannot assign the credit note to a different invoice.”

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Refund

A refund is only offered on a Refund Due invoice, meaning a credit note has already lowered it below what the customer paid. Use Refund Invoice from the invoice’s action menu to settle the whole amount owed back, or Refund Payment on a payment row to refund from one payment. A refund can’t be more than the invoice owes back. Recording a refund doesn’t move money; it records money you returned yourself. Payments taken online through Stripe are refunded from the Stripe Dashboard instead. See Refund a customer.

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Recording a payment or credit on a draft

You can record a payment or add a credit directly on a Draft, but either one finalizes the invoice: the draft moves out of Draft, its status is recomputed from the balance to Partially Paid or Paid, and from then on it can no longer be edited or deleted. Because this is a one-way step, two things apply on a draft that don’t apply to a sent invoice:
  • Both actions ask you to confirm first. Selecting Record Payment or Add Credit on a draft opens a “Finalize this draft?” confirmation before the payment or credit window. Confirm to continue, or cancel to leave the draft untouched.
  • Both are held until the draft is ready to freeze. They stay disabled — with a note explaining why — while the draft has unsaved changes (“Save your changes before recording a payment.”) or no line items yet (“Add at least one line item before recording a payment.”). The credit action shows the equivalent messages.
Finalizing this way does not email the customer or count as sending the invoice; it only records the money and takes the invoice out of Draft. When you split one payment across several invoices, drafts are not offered as targets — you can only finalize a draft by recording the payment on that draft itself.

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Void

Only Open invoices can be voided. This is stricter than Record Payment and Add Credit, which also allow other statuses. Voiding an invoice that isn’t Open is rejected with “Only open invoices can be voided.” Voiding sets the status to Voided, forces the balance to zero, records a void reason, and removes the invoice’s effect from the workspace ledger.

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Delete

Only Draft invoices can be deleted. Deleting any other status is rejected with “Only draft invoices can be deleted.” Delete is reversible — the invoice is removed from view but retained, in line with the platform’s standard delete behavior.

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Who can perform invoice actions

Invoice billing is restricted to Admin. Every invoice action (send, record payment, add credit, refund, void, edit, delete, and viewing the Invoices page) is available only to Admins. All other roles (Ops Manager, Sales Admin, Sales Member, Client Coordinator, Crew Leader, Crew Member) have no access to invoices, payments, or credits.

Actions are also limited to your branch

Beyond the role check, every invoice action confirms that you have access to the branch the invoice belongs to. An Admin can only act on invoices in branches they belong to.

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When invoicing is turned off

The Invoices page can be turned off for a workspace as a capability. When invoicing is off, the Invoices page is hidden from navigation. See Feature availability for how capabilities are decided and how to tell when one is unavailable.

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Quick reference

  • Six statuses: Draft, Open, Partially Paid, Paid, Refund Due, Voided. Status is always derived, never chosen by hand.
  • Overdue is a flag (Open or Partially Paid, past due date), not a sixth status.
  • Send: Draft, or re-send while Open, Partially Paid, or Paid. Record Payment: Draft, Open, or Partially Paid. Add Credit: any status except Voided. Refund: Refund Due only. On a Draft, both finalize the invoice after a confirmation. Void: Open only. Edit / Delete: Draft only. Change due date: any status except Voided.
  • Paid can still be re-sent, credited, and have its due date changed, but takes no payments; Refund Due is settled by recording a refund; Voided is a full end state with no further actions.
  • Only Admins can perform any invoice action, and only within branches they belong to.