Payments & invoice statuses
Invoices have one primary status plus automatic flags. You never set the flags yourself — the system raises and clears them as you record payments and credit notes.
Primary statuses
| Status | Meaning |
|---|---|
| Draft | Not yet issued; excluded from accounting totals. |
| Unpaid | Issued and open — the customer owes the invoice total. |
| Paid | Settled in full. |
| Cancelled | Voided (has a cancellation date). |
| Collections | Handed over to a debt-collection agency. |
Automatic flags
| Flag | Raised when |
|---|---|
| Overdue | The due date has passed and the invoice is still unpaid. |
| Partially paid | Some (but not all) of the amount has been received. |
| Over paid | More money was received than the invoice total. |
| Fully / partially credit noted | A credit note covers all / part of the invoice. |
| Fully / partially refunded | Overpaid money has been returned to the customer. |
Recording a payment
- Click the invoice's coloured status badge — in the list or in the editor. A dialog with the settable statuses opens.
- Choose Paid. (Choosing Cancelled or Collections only asks for a date.)
- Pick the payment method — bank transfer, cash, card, online banking, e-invoice, PayPal, Google Wallet, Stripe, cash on pickup/delivery, factoring, other, credit transfer to/from customer balance, or deduction from the invoice total.
- Enter the amount. It is pre-filled with the outstanding balance:
- enter less for a partial payment — the invoice becomes partially paid,
- enter more and the surplus marks the invoice over paid;
- Pick the payment date and confirm.
The payment appears in the invoice's Transactions panel (date, payer, method, amount; entries can be deleted to undo a mistake) and the invoice list KPIs update.
Advance payments
A payment recorded on an invoice that is still a draft (not yet sent) is treated as an advance payment — visible in the purple KPI card on the invoice list and in the advance payments report.
The money columns explained
On the invoice list you'll see several amounts per invoice:
| Column | What it is |
|---|---|
| Invoice total | The original issued amount. |
| Total paid | All payments received (advance + allocated). |
| Due | What the customer still owes after payments — credit notes reduce this further. |
| Over paid | The surplus when the customer paid too much. |
| Refunded | Overpaid money that has been paid back. |
A practical example — invoice 100 €, advance payment 20 €, credit note 10 €: payments = 20 €, and the customer actually owes 100 − 20 − 10 = 70 € (the net due). The invoice shows Open, partly credited.
To return money to a customer, see Credit notes & refunds.