When you create and send invoices in Banqup, they move through different statuses that help you track their progress from creation to payment. Understanding these statuses helps you know exactly where each invoice stands and what actions you might need to take.
Types of statuses in Banqup
Banqup tracks four different types of statuses for each sales invoice:
General status: The main status that shows what's most important about the invoice right now.
Document status: Whether the invoice data is correct and validated.
Payment status: Whether the invoice has been paid.
Delivery status: Whether the invoice was successfully sent to your customer.
The general status is what you'll see by default. It combines information from the other three to show you the most relevant status for taking action.
General statuses
These are the main statuses you'll see for your invoices:
Awaiting validation
PDF and scanned invoices uploaded to Banqup will be marked as "Awaiting validation". E-invoices in XML/UBL format are automatically validated by the system (if the file is correctly formatted). → More info here.
What to do: Check if all key data is filled in and correct before the invoice can move forward.
Unpaid
Your invoice has been sent successfully but hasn't been paid yet. This is the standard status for most invoices after they're sent.
What to do: Monitor the invoice and follow up with your customer if payment is overdue.
In Transit
Your customer has successfully completed the payment (for example via Bancontact or iDEAL), but the bank settlement is not yet finalised. The invoice is no longer "Unpaid" but isn't fully booked either.
What to do: no immediate action. The status moves to Fully paid automatically once the bank confirms the settlement. You can also see this status in Transaction Radar while the matching transaction is being reconciled.
Partially paid
Your customer has made a partial payment but still owes some money on this invoice.
What to do: Follow up for the remaining balance or accept the partial payment if agreed upon.
Fully paid
Great news! Your invoice has been paid in full.
What to do: No action needed. The invoice is complete.
Disputed
Your customer has disputed the invoice because they think something on it is incorrect. A dispute is a temporary refusal: more communication is needed to reach an agreement, after which the invoice can be approved or refused.
What to do: Contact your customer to resolve their concerns. Once it's resolved, you can mark the invoice as resolved and it moves back to Unpaid.
Refused
Your customer has refused the invoice because they consider it incorrect and it cannot be paid as it is.
What to do: Work with your customer to correct the problem. If you reach an agreement you can mark the invoice as resolved (it moves back to Unpaid), or issue a credit note and a new invoice.
Won't be paid
You've written this invoice off as a loss because it will not be paid. You do this with the Mark as won't be paid action.
What to do: No action needed if the loss is final. If the situation changes, mark the invoice as resolved to move it back to Unpaid.
Document statuses
These statuses focus on the invoice data and validation:
Draft: Invoice created but not sent yet.
Awaiting validation: Invoice awaiting data validation by a user.
Validated: Validated and ready to process.
Invalid: the document failed its checks and needs correction. You may see this label in the document details when you open a rejected document from your Inbox.
Fully approved: Customer has accepted the invoice completely.
Refused: Customer refused the invoice.
Disputed: Customer has questions that need resolving.
Payment statuses
These track the payment progress:
Unpaid: No payment received yet.
In Transit: a payment transaction completed successfully (typically via Bancontact, iDEAL, or another instant payment method) but the bank settlement is still being processed. Triggered automatically when the projected balance reaches zero, even if the open balance hasn't been updated by the final bank statement yet.
Partially paid: Some payment received, balance remaining.
Fully paid: Complete payment received.
Won't be paid: Invoice won't be paid (usually after refusal).
Delivery statuses
These show the sending progress and tell you exactly how far the invoice has travelled towards your customer:
Sending: The invoice is on its way to your customer.
Ready to send: A temporary status shown while the system is preparing to send the document. It appears briefly before Sending.
Received (by receiver platform): The invoice has reached the platform that will deliver it to your customer (for example, Peppol), but your customer hasn't accessed it yet. From your side, the job is done. What happens next is on the customer's end.
Received (by customer): Your customer has successfully accessed the invoice in their own system. This is the final delivery milestone.
Delivery failed: The invoice could not be delivered, usually due to a technical issue or incorrect customer details. See the FAQ below for what to check.
How statuses work together
The general status combines information from all other statuses to show you what's most important. For example:
If an invoice is "Validated" (document) and "Received by customer" (delivery) but "Unpaid" (payment), the general status will be "Unpaid".
If an invoice is "Validated" (document), "Received by customer" (delivery), and the customer just completed a Bancontact payment that's still settling, the payment status is In Transit and the general status shows In Transit until the bank confirms the booking.
If an invoice is "Disputed" (document) and "Unpaid" (payment), the general status will be "Disputed", because resolving the dispute is the priority.
Which tab will my invoice appear in?
The Sales Invoices app sorts every invoice into one of three tabs: In review, Unpaid, and Paid. The tab is chosen automatically from the invoice's delivery, document, and payment statuses.
In review: it is still being sent (Sending, Ready to send, or Delivery failed), still being validated (Awaiting validation or Validating), or it is Disputed or Refused and not yet resolved.
Unpaid: it has been sent and validated, and is still waiting for payment (Unpaid, Partially paid, or Planned paid).
Paid: it has been delivered, validated, and fully paid (Fully paid).
Planned paid means a payment has been scheduled for the invoice but has not yet gone out. Validating is a brief stage while the system finishes its automated checks.
FAQ
What's the difference between "Refused" and "Disputed"?
"Disputed" means your customer has questions and wants to discuss the invoice before paying. "Refused" means they've made a final decision not to pay it.
Can an invoice go from "Refused" back to "Unpaid"?
Yes, you can mark the invoice as resolved and the status will change back to "Unpaid".
Why is my invoice stuck in "Awaiting validation"?
Because you still need to validate the data of the invoice. Check that all fields of the invoice are filled correctly. → Read more here.
What's the difference between "Received (by receiver platform)" and "Received (by customer)"?
"Received (by receiver platform)" means the invoice has reached the network that delivers it (for example, Peppol), but your customer hasn't opened or imported it yet. "Received (by customer)" means your customer's accounting system or inbox has confirmed they actually have the invoice. Both are normal stages. On Peppol, the second confirmation ("Received by customer") is optional in the network, so it may never appear even though your customer has the invoice. An invoice that stays on "Received (by receiver platform)" is not stuck and not a delivery problem.
What should I do if delivery fails?
Check that your customer's contact information is correct, especially their email address for email delivery, and company/VAT number (or GLN if applicable) for Peppol delivery. Also check if your customer is active on Peppol by searching their company name or VAT/GLN in the Peppol Directory. When everything is in order, you can send the invoice.
Can I manually change an invoice status?
You can update some statuses with actions you take (like marking an invoice as paid). Others are automatically set by the system (like when a customer pays an invoice to your Banqup Business Account).
Why does a paid invoice still appear in the "In review" tab?
The In review tab is not about whether the invoice is paid. A sales invoice sits in In review while it is still being sent or checked: while it is being delivered (Sending, Ready to send, or Delivery failed), while it is being validated (Awaiting validation or Validating), or while it is Disputed or Refused and not yet resolved. Once it is validated and successfully sent, it moves to Unpaid (or Paid once payment comes in). Approving a sales invoice is optional and does not decide which tab it shows in.