Every invoice has a status that tells you where it stands in getting paid. Run a Call updates it on its own as you send the invoice, the customer opens it, and payments come in.
The statuses
| Status | What it means | What to do |
|---|---|---|
| Draft | Created but not sent. The customer can't pay it online yet. | Review the lines, then click Send invoice. |
| Sent | Emailed to the customer (and texted, the first time, if texting is on). | Wait for them to open it. |
| Viewed | The customer opened the pay link. | If nothing's paid after a day or two, give them a call. |
| Partial | Some money has come in, but a balance is still owed. | Collect the rest, or ask for the next installment with Part of it. |
| Paid | Payments cover the full total. | Nothing. If the work is done, the job closes on its own. |
| Partially refunded | Paid in full, then part of the money was refunded. | Nothing. The refund is listed under Payment History. |
| Refunded | Paid in full, then all of the money was refunded. | Nothing. The invoice still counts as paid, so it never shows as owed. |
| No charge | A $0 invoice that was closed with Close — no charge. No payment was recorded. | Nothing. See Closing a $0 invoice at no charge. |
| Overdue | An overdue reminder text went out because the invoice is past its due date. | Follow up by phone, or resend the invoice. |
| Void | Canceled. Nothing is owed, and the record is kept. | Create a new invoice from the job if you still need to bill. |
What moves an invoice between statuses
| From | To | What causes it |
|---|---|---|
| Draft | Sent | You send it (from the invoice, or with Send invoices on the Invoices page). |
| Sent | Viewed | The customer (or anyone with the link) opens the pay page. |
| Draft, Sent, Viewed or Overdue | Partial | A payment is recorded that doesn't cover the full total. |
| Any unpaid status | Paid | Payments add up to the total, whether online, card on file, card reader or recorded by hand. |
| Sent, Viewed or Partial | Overdue | The Overdue invoice SMS automation texts the customer 7 days after the due date. |
| Any unpaid status, with a $0 total | No charge | Someone clicks Close — no charge. |
| Any status except Paid | Void | An owner or admin voids it. A No charge invoice can be voided too. |
A bank payment made online that is still clearing doesn't change the status. The invoice stays unpaid until the money lands, which usually takes 4–5 business days.
About Overdue
Overdue is set when the first overdue reminder is texted. It isn't set automatically the day after the due date. If the reminder automation is off, texting isn't set up, or the customer has no mobile number, a late invoice keeps its Sent, Viewed or Partial status.
To find every late invoice regardless of status, check the Due date column on the Invoices page or use the Unpaid Invoices report (AR aging). The reminder schedule is in Overdue invoice reminders.
Finding invoices by status
The Invoices page has four tiles at the top: Draft, Sent, Overdue and Paid. Each shows a count and a dollar amount; the Sent tile includes viewed and partially paid invoices. Click a tile to filter the list, or use the Status filter to pick Draft, Sent, Overdue, Paid, Partial or Void.
Void vs. delete
- Void cancels an invoice but keeps it on record. Owners and admins can void from the invoice's ⋯ menu. A fully paid invoice can't be voided, except one closed at no charge.
- Delete isn't available on invoices. To get rid of a mistake, void it.
See Voiding and deleting invoices.
Refunds
Owners and admins refund a payment from the invoice's Payment History with Refund…. A paid invoice then reads Partially refunded or Refunded and shows a Refunded total, whether the refund was made in Run a Call or in your Stripe Dashboard. It never goes back to unpaid. See Refunds and credits.