When you receive invoices from suppliers in Banqup, they move through different statuses that help you track their progress from receipt to payment. Understanding these statuses helps you manage your accounts payable efficiently and know exactly what action is needed for each invoice.
Types of statuses in Banqup
Banqup tracks three different types of statuses for each purchase 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.
The general status is what you'll see most often. It combines information from the other two to show you the most relevant status for taking action.
General statuses
These are the main statuses you'll see for your purchase 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.
Unpaid
The invoice has been validated but hasn't been paid yet. This is the normal status for invoices that are ready for payment.
What to do: Pay the invoice or schedule it if not yet due.
Partially paid
You've made a partial payment but still owe some money on this invoice.
What to do: Pay the remaining balance.
Fully paid
Excellent! You've paid this invoice in full.
What to do: No action needed.
Disputed
You've disputed the invoice using the Dispute button and chosen a reason. A dispute is temporary: you and your supplier still need to reach an agreement. It stays Disputed until you click Resolve.
What to do: Contact your supplier to settle the dispute, then click Resolve. The invoice moves back to its payment status (usually Unpaid), where you can pay it.
Refused
You've refused the invoice using the Refuse button and chosen a reason. It stays Refused until you click Resolve.
What to do: Work with your supplier to either correct the invoice or cancel it entirely.
Document statuses
These statuses focus on the invoice data and validation process:
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: The invoice has been reviewed and approved by the appropriate people in your organisation and is ready for payment.
Refused: Your organisation has declined this invoice for business reasons.
Disputed: The invoice has been flagged for discussion with the supplier due to questions or concerns about its accuracy.
Payment statuses
These track the payment progress:
Unpaid: No payment has been made yet.
Partially paid: Some payment made, balance remaining.
Fully paid: Complete payment received by the supplier.
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 "Fully approved" but "Unpaid", the general status will be "Unpaid".
If an invoice is "Disputed" and "Fully paid", the general status will be "Disputed" because the document issue needs attention even though payment is complete.
The general status determines which actions you can take on an invoice, making it easier to know your next steps.
Which tab will my invoice appear in?
The Purchase Invoices app sorts every invoice into one of three tabs: In review, Unpaid, and Paid. The tab is chosen automatically from the invoice's document and payment statuses.
In review: it is still being validated (Awaiting validation or Validating), validated but not yet approved, or it is Disputed or Refused and not yet resolved.
Unpaid: it has been approved and is still waiting for payment (Unpaid, Partially paid, or Planned paid).
Paid: it has been 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 "Disputed" and "Refused"?
"Disputed" means you have questions that need discussion with your supplier before deciding. "Refused" means you've made a final decision not to pay the invoice.
Can an invoice go from "Refused" back to "Unpaid"?
Yes. Once you and your supplier resolve the issue and agree on payment, click Resolve on the invoice. Its status changes 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.
Can I manually change an invoice status?
You can update some statuses with actions you take (like marking an invoice as paid or refusing it). Others are automatically set by the system (like when you pay an invoice).
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.
Does refusing an invoice cancel it legally?
No. Refusing or disputing a purchase invoice (with the Refuse or Dispute button) is a business action: it records your decision and informs your workflow and your accountant. It does not legally cancel the invoice. To formally object to a supplier's invoice you still need to contact them through your usual channels, for example by asking for a credit note.
What does "Rejected" mean, and is it the same as refusing?
No. Rejecting is not something you do. It happens automatically when an incoming invoice fails a technical check, for example an unsupported format or a compliance error. A rejected invoice never reaches your Purchase Invoices list: it lands in your Inbox so you can deal with it. See Managing invalid documents in your Inbox.