Invoice statuses

Every invoice has a status that shows where it stands, from draft to paid or canceled. Most status changes happen automatically when you email an invoice, copy its web link, or when a payment is made. You can also change some statuses yourself.

What each status means

Status	What it means	How it’s set
Draft	The invoice hasn’t been sent. If your customer already has its web link, for example from a PDF you shared, they can still pay it.	Saving a new invoice, or manually.
Open	The invoice is awaiting payment.	Emailing a Draft invoice or copying its web link, removing all of an invoice’s payments, or manually.
Partially paid	Part of the invoice has been paid.	A payment that covers part of the balance.
Paid	The invoice has been paid in full.	A payment that covers the full balance.
Canceled	The invoice is no longer active.	Manually.

Paid and partially paid invoices

Payments set Partially paid and Paid. When your customer pays online, or when you add, remove, or refund a payment, the status updates to match the invoice’s balance. If all of an invoice’s payments are removed or refunded, it returns to Open.

You can’t change these statuses yourself the way you can others:

• Paid: You can’t change the status while payments are recorded. Remove or refund the payments first.
• Partially paid: The only status you can choose is Paid, which opens the steps to add a payment.

Important: If you edit a Paid or Partially paid invoice and the change affects its balance, the status updates to match. For details, see Create and edit an invoice.

Overpaid and past due

Overpaid and past due aren’t statuses.

• Overpaid: If you lower an invoice’s total below the amount already paid, the invoice stays Paid and is marked Overpaid.
• Past due: An Open or Partially paid invoice past its due date keeps its status. On the web link, your customer sees how many days past due it is. To find past-due invoices, use the Past due card or the Due date filter in the Invoices list.

What your customer sees

The invoice’s web link shows your customer where the invoice stands. If you accept online payments, your customer can pay from the web link while a balance remains.

• Draft and Open: The invoice shows the amount due and the option to pay.
• Partially paid: The invoice shows the remaining balance, the full total, and the option to pay.
• Paid: The invoice is marked Paid.
• Canceled: The invoice is marked Canceled, and your customer can’t pay it.

If Require signature is on, your customer is asked to sign the invoice, unless it’s canceled. A signature is required before they can pay online. Signing doesn’t change the invoice’s status. For details, see How do customers sign an invoice?

If the invoice PDF includes the ‘view online’ banner, its button takes your customer to the web link to pay while a balance remains and the invoice isn’t canceled. Otherwise, it takes them there to view the invoice.

Change an invoice’s status

1. Open the invoice.

2. In Invoice details, select the status at the top right.

3. Choose the new status.

   The status changes right away. You don’t need to select Save changes.

Choosing Paid or Partially paid opens the steps to add a payment instead. The status updates once the payment is added, based on the balance.

Canceled invoices

To cancel a Draft or Open invoice, choose Canceled from its status. To cancel several invoices at once, use Cancel invoices in the Invoices list. For details, see Cancel or delete an invoice.

Important: Once an invoice is canceled, your customer can’t pay it from the web link.

You can still edit a canceled invoice. To reopen it, choose another status, such as Open.