Track an invoice's status
What each invoice status means and what changes it, how to read the activity on an invoice, and what to do if an email isn't delivered.
By Travada SystemsUpdated 3 min read
Every invoice has a status, shown as a coloured badge in your Invoices list and at the top of the invoice. It updates on its own as the invoice is sent, viewed and paid.
What each status means
| Status | What it means | What moves it on |
|---|---|---|
| Draft | Saved but not sent. Your customer can't see it yet. | Sending it, or marking it as sent. |
| Scheduled | Set to send on a date you picked. | It sends itself on that date and becomes Sent. |
| Sent | With your customer and waiting to be paid. | A payment, or the due date passing. |
| Part-paid | Some of it has been paid, and there's a balance left. | More payments until the total is covered. |
| Paid | Paid in full. | Nothing, unless you remove a payment. |
| Overdue | The due date has passed and nothing has been paid. | A payment. |
A few details:
- To stop a scheduled invoice, open it, select the ••• menu and choose Cancel schedule. It goes back to Draft.
- An invoice becomes Overdue the day after its due date. See Reminders and overdue invoices.
- If you delete a payment, the balance is worked out again and the status changes back.
- In the Status filter on your invoice list, Sent invoices are listed as Unpaid.
The activity on an invoice
Open an invoice and look under Activity. It shows:
- Created, when the invoice was made.
- When it was sent, and how: Sent by email, Sent via link, Sent as PDF or Marked as sent.
- Viewed, the first time your customer opened the invoice link. Opening it yourself, or anyone else on your team, doesn't count.
- Paid, when it was paid in full.
If you've recorded payments, they're listed under Payments, with a line showing how much has been paid and how much is still due.
You can also keep a private note under Internal note. Your customer never sees it.
If an email wasn't delivered
When you email an invoice, Travada Books tracks whether it went through. If it didn't, you'll see a red notice at the top of the invoice saying the email to your customer "wasn't delivered", with the reason if we have one.
- Check the customer's email address is right. See Add and manage customers.
- Select Try again on the notice.
If the email with the PDF attached is taking longer than usual, you'll see Email still sending… instead. It clears on its own once it's sent.
Download the PDF or copy the link
At the top of any invoice:
- Download PDF saves a PDF copy you can send yourself or keep for your records.
- Copy link copies the link to the invoice's web page.
If the invoice is still a draft, the link won't open for your customer yet. After you copy the link or download the PDF, we offer Mark as sent, so the invoice is tracked as unpaid and the link works.
What your customer sees
The invoice link opens a web page with your logo and business details, their details, the line items, any custom fields, the totals, your payment details and notes. They can select Download PDF or Copy Link. They don't need an account.
The page shows the invoice exactly as it was sent. It doesn't list the payments you've recorded. To show a customer what they've paid and what's left, send a customer statement.
Good to know: The Open, Overdue and Collected cards at the top of your Invoices list give you the totals at a glance.