Invoice Lifecycle

Every invoice follows a defined lifecycle from draft through to completion. Understanding the available statuses helps you manage your invoicing workflow.

Invoice Statuses

An invoice can be in one of seven statuses:

• Draft — the invoice is being prepared. You can edit, save, print a preview, or delete it.

• Generated — the invoice has been finalized. It can no longer be edited directly, but you can print it, update its status, revert it to draft, or void it.

• Due — the invoice has been sent or marked as awaiting payment.

• Paid — payment has been received.

• Overdue — the invoice is past its due date without payment.

• Uncollectible — the invoice has been written off as uncollectible.

• Void — the invoice has been cancelled. Associated time entries are unlocked and can be included in a new invoice.

Changing an Invoice Status

From the billing list, click the three-dot menu on a generated invoice and select Status. A dialog opens where you can set the status to:

• Due

• Paid

• Overdue

• Uncollectible

The Status option only appears in the menu for invoices with status generated, due, overdue, or uncollectible. Invoices that are draft, paid, or void do not show this option.

Reverting to Draft

On the invoice preview page, click Revert to Draft to return a generated invoice to draft status. This is only available when the status is "generated".

Reverting unlocks all time entries associated with the invoice so they reflect the latest data. When you generate the invoice again, it automatically picks up any new billable entries within the configured date range.

Voiding an Invoice

On the invoice preview page, click Void Invoice to cancel an invoice. Voiding is available for invoices with status generated, due, paid, overdue, or uncollectible.

A dialog asks you to provide an admin note explaining the reason for voiding. This note is required. The voided invoice remains in the system for your records, and its associated time entries are unlocked so they can be included in a new invoice.

Draft Snapshots

When you load time entries into a draft invoice, they are captured as a snapshot at that moment. If time entries are added, edited, or removed in the time tracker after the draft was saved, those changes are not reflected in the draft’s totals.

Opening a saved draft for editing fetches the latest data for each project, so the displayed entries and totals update to reflect any changes made since the draft was last saved.