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
All invoices uploaded to Banqup will be marked as "Awaiting validation". This means you need to validate the data of the invoice.
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.
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
You've marked the invoice as "won't be paid" and selected "dispute" as the reason. It will remain in this status unless you mark it as resolved.
What to do: Contact your customer to resolve their concerns. Once resolved, you can mark it as resolved or paid. The invoice will then move back to "Unpaid" status or up to “Fully Paid”.
Refused
You've marked the invoice as "won't be paid". It will remain in this status unless you mark it as resolved.
What to do: Review the invoice, make the necessary corrections, or issue a new invoice if needed.
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: Failed validation and needs correction.
Sent: Successfully delivered to customer.
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.
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:
Sending: Currently being sent to customer.
Sent: Successfully delivered.
Received: Customer's system confirmed receipt.
Delivery failed: Could not be sent (technical issue).
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 "Sent" (delivery) but "Unpaid" (payment), the general status will be "Unpaid".
If an invoice is "Disputed" (document) and "Unpaid" (payment), the general status will be "Disputed" because resolving the dispute is the priority
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.
What should I do if delivery fails?
Check that your customer's contact information is correct, especially their email address. You can resend the invoice after updating their delivery information.
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).