This page lists every status a sent invoice can show in Aiwyn, what moves an invoice into and out of each one, and where you see it. Use it to read an invoice's status or to work out why it changed.
Invoices list statuses
The Invoices list has three tabs: All, Unpaid and Paid. There's no Overdue tab. The Status column shows one status for each sent invoice. An invoice on the Unpaid tab shows Unpaid or Overdue, so use the Status column to find overdue invoices.
Aiwyn sets the status from the invoice's due date and its Outstanding balance. You can't change it by hand. For why statuses change the way they do, see How an invoice becomes paid or overdue.
| Status | Color | Meaning | An invoice moves into it when | An invoice moves out of it when | Tabs it appears on |
|---|---|---|---|---|---|
| Unpaid | Gray | The invoice has been sent, still has an Outstanding balance and isn't past its due date. This is the default status for a sent invoice. | The invoice is sent. | Its due date passes (Overdue), or allocations cover its full balance (Paid). | All, Unpaid |
| Overdue | Red | The invoice is past its due date and still has an Outstanding balance. | Its due date passes and a balance remains. | Allocations cover its full balance (Paid). A payment smaller than the balance doesn't change the status. | All, Unpaid |
| Paid | Blue | The invoice is paid in full. Its Outstanding balance is zero. | Payments allocated to the invoice cover its full balance. | It returns to Unpaid or Overdue when a payment fails or an allocation is removed. | All, Paid |
Keep these rules in mind when you read the list:
- Overdue invoices are also unpaid. The Unpaid tab shows every invoice that isn't paid in full, so its count already includes them.
- There's no partly paid status. If a payment covers only part of the balance, the invoice keeps its status and its Outstanding amount goes down.
- A payment changes the status only after it's allocated to the invoice. If a payment is recorded but not allocated, the invoice doesn't change. See Record and allocate payments.
- A credit adjustment or write-off applied to the invoice also lowers Outstanding.
- A reversed invoice is removed from the Invoices list. [SME to confirm: whether it's removed or stays on the list with a Reversed status.] See How to change a sent invoice.
Invoice statuses in Accounts Receivable
This feature only applies to Aiwyn Practice.
On the Transactions tab in Accounts Receivable, each invoice is a transaction with the Type Invoice, and it has its own status. These labels are different from the ones on the Invoices list. Payments, write-offs and other transactions have their own statuses, such as Pending and Issued. See Transactions list reference.
| Status | Color | Meaning | An invoice moves into it when |
|---|---|---|---|
| Sent | Yellow | The invoice has been sent to the client and isn't paid in full. | The draft invoice is sent. |
| Overdue | Red | The invoice is past its due date and isn't paid in full. | Its due date passes and a balance remains. |
| Paid | Green | The invoice's full amount is allocated. | Payments allocated to the invoice cover its full balance. |
| Reversed | Red | The invoice was reversed. It no longer counts toward the client's balance, and it stays in the list as a record. | You reverse the invoice with Reverse Invoice. |
Invoice statuses in the client portal
On the Unpaid Invoices screen in the client portal, each invoice your client still owes shows one of these badges. Paid invoices don't appear on this screen.
| Badge | Meaning |
|---|---|
| Overdue | The invoice is past its due date. A phrase such as "Overdue by 3 days" shows how late it is. |
| Due | The invoice isn't past its due date. A phrase such as "Due in 5 days", "Due today" or "Due upon receipt" shows when it's due. |
| Scheduled for AutoPay | The invoice will be paid automatically, and the badge shows how many days are left until the payment runs. If the AutoPay's monthly limit won't cover the whole invoice, a partial-payment indicator also appears. |
Due is a client portal badge only. On the Invoices list, an invoice that isn't past its due date shows Unpaid.
Related
- How an invoice becomes paid or overdue
- Invoices list reference
- Work with the invoices list
- Transactions list reference
- Payment history and payment plans reference
- Record and allocate payments
- Clear an invoice that still shows Overdue after the client paid
- Why an invoice still shows a balance after a payment
- How to change a sent invoice
- Adjust a sent invoice balance
- Client cannot access invoices or client portal as expected