Knowledge Base

 
 

Version 7, 2019

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Invoicing process & statuses


An invoice has a status attached to it and depending on that status, depends on what can happen to the invoice. A copy of all deleted and voided invoices are kept.
 
The following flow chart shows the Invoice Status process.
 
The following statuses are possible:

Current Status

Purpose

Statuses / Actions available

Draft
Status after initial creation.
Able to be edited and add additional items
 
Awaiting Payment
Paid
Delete
Booked
Once a Quote has an appointment date attached to it, the Status is automatically changed to Booked. If it is converted to an Invoice,  the Status will stay as Booked.
 
Draft
Deleted
Awaiting Payment
Once an invoice has been finalised it can be changed to Awaiting Payment. This is the status to use once an invoice has been given to a client.
If there is a problem with the invoice it must be voided and a new invoice created.
 
Paid
Void
Paid
Payment has been received and is lodged against an invoice.
If payment has been incorrectly assigned then it must be refunded before the Invoice can be voided if there is a problem with it.
 
Refund
Deleted
Used to negate an invoice before it has been finalised and set to Awaiting Payment
 
None
Voided
Used to negate an invoice after it has been finalised and potentially sent to the client but no payment is currently lodged against it.
 
None