How to View Invoice Statuses
You can easily add the Status column to your invoice list:
Go to Accounting
Select Invoice
Click the three horizontal lines next to Actions
Select Status
Once enabled, you’ll see a Status column on your invoice screen showing the current state of each invoice.
What Each Invoice Status Means
Working
Think of Working as your draft phase.
A Working invoice contains unpaid charges that are still being built.
What you can do:
Add or remove line items
Adjust quantities and pricing
Make changes freely as needed
✅ This is the most flexible invoice status.
Ready
A Ready invoice is complete and prepared for payment, but funds have not yet been captured.
What this means:
All charges are finalized
The invoice is waiting for payment method selection and processing
What you can do:
Select or change the payment method
Move the invoice back to Working if adjustments are needed
✅ No money has moved yet, so changes are still easy to make.
Processing
A Processing invoice means payment has been initiated.
At this stage, funds are often temporarily held while payment batches remain open.
What you can do:
Void the payment to stop funds from being withdrawn
This returns the invoice to Ready
If you need to adjust line items or pricing:
Void the payment
Void the invoice
A new Working invoice will automatically be created
⚠️ Changes at this stage require a little extra care.
Processed
A Processed invoice indicates the payment was successfully withdrawn and the batch has closed.
What this means:
Funds have already moved
Direct edits are no longer possible
To make corrections:
A refund is required
Best practice for a full refund:
Change the QTY fields to 0 on each line item to generate a full refund
Rebill as needed
✅ Partial refunds are also supported on retail transactions, if applicable.
Paid
A Paid invoice means payment has been successfully received from the payment processor and applied to the invoice within Accounts Receivable (AR).
What this means:
Funds have been fully applied to the invoice in AR
The invoice balance is settled
No additional payment action is needed
If corrections are required:
The payment must first be unapplied in AR
Once unapplied, you can proceed with the appropriate correction workflow (such as adjustments, refunds, or rebilling)
🔎 This status confirms both successful payment and successful posting to AR, making it a key checkpoint when reconciling accounts.
Cancelled
A Cancelled invoice has been voided after reaching a processing stage.
Important to know:
Cancelled invoices are read‑only
No edits can be made
They remain available for reporting and historical reference
🔒 This status is for record‑keeping only.
Why Invoice Status Matters
Understanding invoice statuses helps you:
Know exactly what actions are available
Follow the correct correction workflow
Avoid payment issues
Resolve billing questions faster
When in doubt, start by checking the invoice status — it will tell you what your next step should be.
Need more help? Contact X‑1FBO Support for further assistance