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Open and Overdue Invoices

Understand invoice statuses, when an invoice counts toward A/R, and how to find and chase overdue balances.

An invoice's status tells you where it stands between "generated" and "paid in full". This article explains each status, the optional Open Invoices rule that holds not-yet-due invoices out of your receivables, and the tools for finding what's overdue.

Invoice statuses

  • Upcoming — generated, but not yet promoted into accounts receivable (see the Open Invoices rule below). Hidden from the customer.
  • Not Sent — live in A/R, but the client hasn't received it yet.
  • Sent — delivered by email, text, or print (including invoices you marked sent manually).
  • Viewed — the client opened it.
  • Partially Paid — some payment applied, balance remaining.
  • Paid — balance is zero.
  • Voided — retracted. It stays on record with its audit trail but no longer counts toward A/R.

On the Invoices page, the Unpaid pill covers Not Sent, Sent, Viewed, and Partially Paid. Voided invoices are hidden from every view unless you explicitly filter Invoice Status to Voided.

The Open Invoices rule

Recurring billing can generate invoices before the work is done or before you'd want the client to see them. The Open Invoices page in Settings lets you hold those invoices back:

  1. In Settings, open Open Invoices.
  2. Turn on Enable Open Invoices. Generated invoices now stay Upcoming — hidden from A/R, reports, and the customer — until they reach their promotion date.
  3. In Promotion dates by invoice type, choose the trigger for each type — Per Visit, Fixed, and Combined. Per-visit and fixed invoices can promote on the Start Date, Complete Date, Approved Date, Sent Date, Invoice Date, or Synced to QuickBooks; combined invoices have no single parent job, so they offer the invoice-level triggers only.
  4. Click save. (The Synced to QuickBooks trigger is available once QuickBooks is connected.)

A common setup keys per-visit invoices on the Complete Date: invoices generated in advance simply wait as Upcoming until the visit is completed.

Find overdue invoices

The Overdue pill on the Invoices page shows unpaid invoices whose due date has passed, with a count and the total balance at stake. An invoice due today still counts as current — it turns overdue the day after.

To slice further, open Filters and use Invoice Age, which buckets unpaid invoices by how far past due they are: Current, 1–30 days, 31–60 days, 61–90 days, and 91+ days. The Invoice Age column shows the same bucket per row, and Due Date and Balance columns complete the picture.

Chase late payment

From the overdue view you can work the list directly:

  • Email an invoice again — every send lands in its Send History, and the Last Communication column shows when the client last heard from you.
  • Record a payment the moment one arrives — see Record payments.
  • Charge clients enrolled in autopay with a card on file — see Autopay.
  • Void an invoice you no longer intend to collect (its actions menu → Void, with an optional reason).