Invoice statuses
Every invoice shows a status badge, so you can tell straight away whether it needs your attention. Here's what each one means and what moves an invoice from one to the next.
The statuses
| Status | What it means |
|---|---|
| Draft | Not sent yet. Only you can see it. |
| Open | Sent, and nothing has been paid yet. |
| Partially paid | Some has been paid and a balance remains, with nothing late. |
| Overdue | At least one payment is past its date. |
| Paid | Settled in full. |
| Cancelled | Voided. It shouldn't have existed, or the job was called off. |
| Written off | Genuinely owed, but you've accepted it won't be paid. |
How an invoice moves along
- A new invoice starts as Draft.
- Sending it, or sharing its link, makes it Open.
- A payment that doesn't cover everything makes it Partially paid.
- If a payment date passes with money still owed, it turns Overdue.
- When the balance reaches zero, it's Paid.
Partially paid and Overdue are both ways of describing an open invoice. Overdue wins: a late balance shows as Overdue even if part of it has been paid.
Recording a payment on a draft marks it as sent first. CoreHue checks with you ("Invoice is in draft") before it does.
A proposal that collects payment creates its invoice the moment your client accepts, so that invoice never sits as a draft. See Invoices for bookings and proposals.
When an invoice turns overdue
An invoice with a single due date turns Overdue the day after that date if money is still owed.
An invoice with a payment schedule turns Overdue as soon as any scheduled payment is past its date and unpaid. A late deposit makes the invoice overdue even if the balance isn't due for months. Once that payment is made, it goes back to Partially paid. See Splitting an invoice into a payment schedule.
An invoice with no due date can never turn overdue, and reminders can't be scheduled for it. If you want CoreHue to chase it, give it a date.
Booking payment badges
An invoice created when a client books a service also shows how the booking's payment is going. You'll see one of these beside it:
| Badge | What it means |
|---|---|
| Awaiting payment | Nothing paid yet |
| Processing | A card payment is going through |
| Pending review | Your client says they've paid and you need to confirm |
| Deposit paid | The amount needed to confirm the booking is in |
| Partially paid | Some paid, a balance remains |
| Overdue | A payment is past its date |
| Paid | Settled in full |
| Needs attention | A payment was refunded or reversed, so check the booking |
Cancelled or written off
Both close an invoice, and your accountant will care which one you pick.
- Cancel when the invoice was a mistake: wrong contact, wrong amount, a duplicate, or a job called off before it started.
- Write off when the invoice was right and the money was owed, but you've given up on collecting it.
A written-off invoice can be reopened later. A cancelled one stays cancelled, and you'd duplicate it to start again. See Editing, cancelling or writing off an invoice.
What your client sees
Your client sees where things stand on the invoice page: what's been paid, what's due now, and which payment is next. A settled invoice reads as a record with nothing to pay. Drafts aren't visible to them at all.
Frequently asked questions
Why is an invoice overdue when the final payment isn't due yet?
The invoice has a payment schedule, and an earlier payment, often the deposit, has passed its date unpaid. The Overdue status looks at every scheduled payment, not just the last one.
Does an overdue invoice charge my client a late fee?
No. CoreHue doesn't add late fees to overdue invoices. If your terms include a late fee, add it as a line yourself or send a new invoice.
What's the difference between Open and Active invoices on the list?
Active invoices is the invoices list's default view and shows drafts plus everything still open. Open leaves the drafts out. See Your invoices list.