Invoice statuses and tracking payments
Draft, unpaid, paid, cancelled: what each invoice status means, how to close or cancel an invoice, and how to track payments and offline cash.
What do the invoice statuses mean?
Each invoice shows one of four statuses so you always know where it stands: draft (not sent yet), unpaid (sent, money still owed), paid (nothing left to collect), and cancelled (nothing more will be collected). You never pick the status. It follows what you do: Send, record a payment, Close invoice and Cancel invoice.
Status by status
- Draft: still yours to edit, and only you can see it. An invoice you left part way through the editor is a draft too, and picks up where you left off. It needs at least one line before you can send it.
- Unpaid: sent and money still owed, whether part of it is paid or not. A late invoice stays Unpaid: its due date still prints on it, so you know when to follow up. The Balance column on your invoices list shows what is still owed.
- Paid: nothing left to collect. It is locked to protect your payment record.
- Cancelled: nothing more will be collected. The invoice page shows the date and the reason. A cancelled invoice is final: it cannot be edited or reopened, but Duplicate makes a fresh copy you can send.
Closing or cancelling an invoice
On an unpaid invoice, Close invoice gives you two choices:
- Payment received: records the money you were paid. Once nothing is left, the invoice reads Paid.
- Close without payment: nothing more is owed. Use it when the work was billed and you are letting the rest go. The invoice reads Cancelled with the reason Closed without payment, and any payment or deposit already on it stays recorded.
Cancel invoice is for an invoice that should not stand. Pick a reason: Duplicate, Created in error, or Client request. Money already received stays recorded on it as Paid so far, any deposit applied to it goes back to the job for your next invoice, and the homeowner is told if they have an account.
Recording cash, cheque, or e-transfer
Clients pay you directly: cash, cheque, Interac e-Transfer in Canada, or however you tell them under How clients pay you. Homeezy does not take the payment, so you record it: when the money arrives, open Close invoice and choose Payment received. Part payments are fine: the balance drops and the invoice stays Unpaid until nothing is left.
Payments received show up in the invoice's Payments received panel with dates and amounts, so you have a clear running record. On a cancelled invoice the same panel reads Paid so far.
Clients pay you directly, so you record each payment: open Close invoice and choose Payment received. The balance drops by what you record, and the invoice reads paid once nothing is left.
No. Paid and cancelled invoices are locked to protect your payment record, and a cancelled invoice cannot be reopened. To bill again, use Duplicate and send the copy.
They are no longer statuses. A late invoice stays Unpaid with its due date, and an invoice that was marked uncollectible now reads Cancelled with the reason Written off. Money already received on it stays recorded.
The invoice page shows an "Edited since sent" line. Press Resend to send the update, so your client always has the current version.
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