> ## Documentation Index > Fetch the complete documentation index at: https://docs.menaia.com/llms.txt > Use this file to discover all available pages before exploring further. # Invoice status and actions > The six invoice statuses, how each is derived, which actions are available in each, and who can perform them. 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**. ## 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 | Meaning | | - | - | | **Draft** | Created but not yet sent. This is the status of every newly created invoice. | | **Open** | Sent to the client; the full balance is outstanding. | | **Partially Paid** | Some, but not all, of the balance has been collected. | | **Paid** | The balance has been collected in full. | | **Refund Due** | The invoice owes the customer money. A credit note lowered it below what the customer had already paid, so the balance is below zero. | | **Voided** | Cancelled. The balance is forced to zero and the invoice no longer affects the workspace ledger. | 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. ### 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](#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**. ### "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. ## 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. | Action | Available when status is | | - | - | | **Send** | Draft, Open, Partially Paid, Paid, or Refund Due (anything but Voided) | | **Record Payment** | Draft, Open, or Partially Paid | | **Add Credit** | Draft, Open, Partially Paid, Paid, or Refund Due (anything but Voided) | | **Refund Invoice** / **Refund Payment** | Refund Due only | | **Void** | Open only | | **Edit** | Draft only | | **Delete** | Draft only | | **Change due date** | Any status except Voided (Draft, Open, Partially Paid, Paid, or Refund Due) | 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](#recording-a-payment-or-credit-on-a-draft). ### Per-status summary 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. Can **Send** (re-send), **Record Payment**, **Add Credit**, **Void**, **Change due date**. Cannot edit line items or amounts, or delete. Can **Send** (re-send), **Record Payment**, **Add Credit**, **Change due date**. Cannot void, edit line items or amounts, or delete. 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. 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. A full end state. No actions beyond viewing and downloading the PDF — not even a due-date change. ## Action details ### 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. ### 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](#change-due-date) below. ### 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. ### 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](#recording-a-payment-or-credit-on-a-draft). ### 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](#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."** ### 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](/guides/billing/refund-a-customer). ### 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. ### 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. ### 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. ## 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. 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. ### 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](/reference/platform/feature-availability) for how capabilities are decided and how to tell when one is unavailable. ## 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. ## Related references * [Permissions roles matrix](/reference/platform/permissions-roles-matrix) * [Org and branch scoping](/reference/platform/org-branch-scoping) * [Soft delete](/reference/platform/soft-delete) * [Feature availability](/reference/platform/feature-availability)