Skip to main content

Invoice Status and Lifecycle

Understanding invoice statuses helps you track where each invoice is in the payment process. LoveInvoice automatically updates invoice statuses based on client actions and payments.

Invoice Statuses​

Draft​

  • When: When you first create an invoice
  • Meaning: The invoice is being prepared and is not yet finalised
  • Actions: Can be freely edited, deleted, or finalised
  • Visibility: Not visible to clients

Finalised​

  • When: After you click "Finalise & Send" on a draft
  • Meaning: The invoice is ready to be sent but hasn't been delivered yet
  • Actions: Can be sent, edited (with warning), or cancelled
  • Visibility: Not yet visible to clients

Sent​

  • When: After you send the invoice via email or mark it as sent
  • Meaning: The invoice has been delivered to the client
  • Actions: Can be resent, edited (with warning), or cancelled
  • Visibility: Visible to clients via email or public link

Viewed​

  • When: When the client opens the invoice (tracked automatically)
  • Meaning: The client has seen the invoice
  • Actions: Same as Sent status
  • Visibility: Visible to clients

Due​

  • When: When the due date is reached and the invoice is unpaid
  • Meaning: Payment is now expected
  • Actions: Can send reminders, record payments, or cancel
  • Visibility: Visible to clients

Overdue​

  • When: When the current date is past the due date and the invoice remains unpaid
  • Meaning: Payment is late
  • Actions: Can send reminders, record payments, or cancel
  • Visibility: Visible to clients (marked as overdue)

Partially Paid​

  • When: When some but not all of the invoice amount has been paid
  • Meaning: The client has made a partial payment
  • Actions: Can record additional payments or send reminders for the balance
  • Visibility: Visible to clients (shows amount paid and balance due)
  • When: When the full invoice amount has been paid
  • Meaning: Payment complete
  • Actions: Can view payment history, download receipts
  • Visibility: Visible to clients (marked as paid)

Cancelled​

  • When: When you cancel an invoice
  • Meaning: The invoice is void and no longer valid
  • Actions: Can view but not modify
  • Visibility: Visible to clients (marked as cancelled)

Status Transitions​

Invoice statuses follow a logical progression:

Draft → Finalised → Sent → Viewed → Due → Overdue
                                          ↓
                                    Partially Paid → Paid

You can manually transition between certain statuses:

  • Draft → Finalised: By clicking "Finalise & Send"
  • Finalised → Sent: By sending the email or marking as sent
  • Sent → Viewed: Automatic (when client opens invoice)
  • Sent → Due: Manual (if you want to mark it as due early)
  • Any status → Cancelled: By clicking "Cancel Invoice"

Payment statuses (Partially Paid, Paid) are calculated automatically based on recorded payments and cannot be manually set.

Estimated Payment Date​

LoveInvoice provides an Estimated Payment Date for each unpaid invoice. This prediction helps you know when to expect payment.

How It Works​

The prediction uses your client's payment history:

  • New clients: Uses the due date as the estimate (until enough history is collected)
  • Existing clients: Analyses past payment behaviour to predict when they typically pay
  • Learning period: Needs at least 3 invoices from a client to make accurate predictions

What It Shows​

The estimate displays:

  • For paid invoices: "PAID ON [date]" with the actual payment date
  • For unpaid invoices: "EST. PAYMENT: [date]" with the predicted date
  • Tooltip information: Shows the prediction basis (e.g., "5 days late based on 12 invoices")

Using Predictions​

Use the estimated payment date to:

  • Plan your cash flow more accurately
  • Prioritise follow-up on late-paying clients
  • Identify clients who consistently pay early or late
  • Make informed decisions about credit terms

Last Viewed Tracking​

LoveInvoice tracks when clients view your invoices:

  • Not yet viewed: Client hasn't opened the invoice
  • Last viewed [time ago]: Shows when the client last opened the invoice
  • Hover for details: Hover over the text to see the exact date and time

This helps you:

  • Know if clients have received and seen your invoices
  • Time your follow-up communications appropriately
  • Identify clients who consistently view invoices but don't pay

Changing Status Manually​

In some cases, you may want to manually change an invoice's status:

  1. Open the invoice
  2. Click Actions → Change Status
  3. Select the new status from the available options
  4. Confirm the change
note

Status Transitions

Not all status changes are available. The system only allows valid transitions based on the current status.

Best Practices​

  1. Let the system work: Allow LoveInvoice to automatically update statuses where possible
  2. Check viewed status: Use the "last viewed" information to time your follow-ups
  3. Trust the predictions: Estimated payment dates become more accurate over time
  4. Cancel appropriately: Only cancel invoices that are truly void, not just late
  5. Monitor overdue invoices: Regularly review overdue invoices and take appropriate action