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.
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.
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 and tell you exactly how far the invoice has travelled towards your customer:
Sending: The invoice is on its way to your customer.
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 "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. → 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. Most invoices move from one to the other automatically as the customer processes their incoming documents.
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 filters invoices based on their document status, not their payment status. An invoice appears in "In review" if it's either awaiting validation or hasn't been approved yet. Once you validate and approve the invoice, it will move out of the "In review" tab, regardless of whether it's been paid.