Invoice statuses explained

Every invoice has one of six statuses. Most of them look after themselves — payments and due dates do the work, and you only step in for the exceptions.

Status How it happens
Draft Every new invoice starts here. Nothing has been sent.
Sent Set automatically when you email the invoice, or set it manually from the status menu.
Partial Automatic — some money has been received, but less than the total.
Paid Automatic — payments received equal (or exceed) the invoice total.
Overdue Automatic — a Sent invoice passes its due date without being paid.
Cancelled You set this to void an invoice.

You can't simply flip an invoice to Paid — its payment history is what makes it paid. Choosing Paid or Partial from the status menu opens the Record Payment dialog instead. As soon as the recorded payments cover the total, the status becomes Paid automatically; anything in between is Partial. If you later void a payment, the status recalculates just as automatically.

This keeps your books honest: a paid invoice always has the payments to prove it, and your revenue reports always match reality.

Overdue happens on its own

You don't have to watch the calendar. Once a Sent invoice passes its due date without being paid, Velosiq marks it Overdue overnight — it turns red on the Invoices page, lands in the Overdue tab and stat card, counts on your dashboard, and (if you've left that alert switched on) raises a notification for you.

It reverses just as automatically. Extend the due date and the invoice goes back to Sent straight away; record a payment and it becomes Partial or Paid. You can still choose Overdue manually from the status menu, but bear in mind the nightly check will correct it if the invoice isn't actually past due.

Part-paid invoices stay Partial

An invoice with money against it keeps the Partial status even after its due date — losing that would hide the fact that the client has already paid something. Instead it picks up a red Past due badge alongside its status, and the Receivables report ages it by days past due like any other unpaid balance.

Past-due invoices, part-paid ones included, are also chased by automatic reminder emails.

Cancelling an invoice

Cancelled voids the invoice: its status is frozen, and any cash previously recorded against it is excluded from your revenue reporting. Use it for invoices issued in error or deals that fell through.

Where statuses show up

  • Filter tabs on the Invoices page (All, Draft, Sent, Paid, Overdue)
  • The Past due badge shown next to a Partial invoice that's gone past its date
  • The status stamp printed diagonally on PDFs and portal invoices (PAID, OVERDUE, …)
  • The activity log, which records every status change permanently