📊 Understanding Invoice Statuses
Invomads uses 5 clear invoice statuses to help you track your billing workflow. Here's everything you need to know about each status.
The 5 Invoice Statuses
Draft Status
When: Invoice is saved but not yet finalized or sent to the client.
✅ What you can do:
- • Edit all invoice details
- • Change amounts and items
- • Delete the invoice
- • Send to client (changes to Pending)
📈 Next steps:
- • Review invoice details
- • Add payment options if needed
- • Send to client via email
Pending Status
When: Invoice has been sent to the client and due date hasn't passed yet.
✅ What happens automatically:
- • Created and Sent invoices become Pending
- • Client can view in portal
- • Payment links are active
- • Due date is being tracked
📈 Next steps:
- • Wait for payment
- • Send reminders if needed
- • Follow up with client
Overdue Status
When: Due date has passed and invoice hasn't been paid yet.
⚠️ Automatic transition:
- • Pending invoices automatically become Overdue
- • Shows days past due
- • Cannot be manually set
- • Appears in overdue reports
📈 Next steps:
- • Send overdue reminders
- • Contact client directly
- • Consider payment plans
- • Review credit terms
Paid Status
When: Payment has been received for the invoice.
✅ What happens:
- • Shows "Fully Paid" in dashboard
- • Included in revenue reports
- • Payment method recorded
- • Thank you emails can be sent
📈 Next steps:
- • Send thank you message
- • Update project records
- • Plan future work
Cancelled Status
When: Invoice has been cancelled and is no longer valid.
🚫 What happens:
- • Excluded from all financial calculations
- • Hidden from client portal
- • Not counted in revenue
- • Available for reference only
📈 Use cases:
- • Project was cancelled
- • Invoice was created in error
- • Client dispute resolution
- • Work was not completed
How Statuses Change
🔄 Automatic Status Changes
👤 Manual Status Changes
💡 Pro Tips
💛 Status Consistency
Invoice statuses are the same everywhere in the app - dashboard, detail pages, client portal, and reports.
💙 Overdue Tracking
Overdue invoices show exactly how many days past due they are. Use the overdue filter to quickly find them.
💚 Client Portal
Cancelled invoices are automatically hidden from the client portal. Only active invoices are visible to clients.
💜 Financial Reports
Only paid invoices count toward revenue. Cancelled invoices are excluded from all financial calculations.