Invoice Tracking & Statuses

Understand how to track invoices and what each status means in WorkSnap Pro.

Invoice Statuses

WorkSnap Pro uses the following invoice statuses to help you track payment progress:

Status	Description	Color
Draft	Invoice created but not sent	Gray
Sent	Invoice emailed to customer	Blue
Viewed	Customer opened the invoice link	Purple
Paid	Full payment received	Green
Partial	Partial payment received	Yellow
Overdue	Past due date, unpaid	Red
Cancelled	Invoice cancelled, no payment due	Gray

Status Lifecycle

Draft --> Sent --> Viewed --> Paid
            |         |
            v         v
        Partial --> Paid
            |
            v
        Overdue --> Paid

Note: An invoice can become Overdue from Sent, Viewed, or Partial status if the due date passes with a balance remaining. Overdue calculations use your organization's timezone (configured in Settings > Organization).

Draft

• Invoice is saved but not visible to customer
• Can be freely edited or deleted
• Does not affect accounts receivable

Sent

• Invoice has been emailed to customer
• Counts toward accounts receivable
• Customer can view and pay online

Viewed

• Customer opened the invoice link in the portal
• Indicates engagement with your invoice

Note: "Viewed" tracking may be affected by email privacy settings (e.g., Apple Mail Privacy Protection) or if links are forwarded. It indicates the link was accessed, not necessarily by the customer.

Paid

• Full invoice amount received
• Automatically marked when online payment completes
• Or manually mark as paid for offline payments

Partial

• Some payment received, balance remaining
• Shows both paid amount and balance due
• Can still become Overdue if due date passes with balance remaining

Overdue

• Due date has passed without full payment
• Triggers automatic reminder sequences (if enabled)
• High priority for follow-up

Cancelled

• Invoice has been cancelled and no payment is due
• Does not count toward revenue or accounts receivable
• Scheduled payment reminders stop
• The share link and PDF both say the invoice was cancelled, and stop offering payment
• Keeps its invoice number, line items and audit trail for your records
• Can be reinstated if you cancelled it by mistake

Tracking Invoice Activity

Invoice Timeline

Each invoice maintains an activity log:

• Invoice created
• Invoice sent (with email address)
• Email opened/viewed
• Payment received (amount and method)
• Reminders sent
• Notes added

Viewing Invoice Details

1. Go to Invoices
2. Click on any invoice
3. View the Activity or History section

Filtering Invoices

Find invoices quickly with filters:

Filter	Use Case
All	View everything
Draft	Invoices to complete
Sent	Awaiting payment
Overdue	Needs follow-up
Paid	Payment received
Cancelled	Cancelled invoices
This Month	Recent invoices

Dashboard Metrics

Your dashboard shows key invoice metrics:

• Outstanding: Total unpaid invoice value
• Overdue: Invoices past due date
• Paid This Month: Revenue collected
• Sent This Month: Invoices sent out

Managing Overdue Invoices

When invoices become overdue:

1. Review the invoice - Confirm amount and terms
2. Check contact info - Ensure email/phone are correct
3. Send a reminder - Manual or automatic
4. Follow up directly - Call or text the customer
5. Adjust terms if needed - Payment plan or partial payment

Cancelling Invoices

Cancel an invoice when it should never be paid - a duplicate, a job that fell through, or an invoice billed to the wrong customer. Cancelling keeps the invoice and its number; deleting removes it entirely and is only available for drafts.

1. Open the invoice
2. Click More Options
3. Select Cancel Invoice
4. Add a reason if you want one (optional), then confirm

On a phone you can also long-press the invoice in the list and choose Cancel Invoice.

What cancelling does:

• Marks the invoice Cancelled - it is not deleted
• Stops scheduled payment reminders
• Removes it from outstanding balances, AR aging, revenue reports and customer statements
• Stops the share link from offering payment, and shows the customer that the invoice was cancelled
• Stamps the PDF as cancelled, so a saved or forwarded copy does not read as a bill
• Records who cancelled it, when, and why in Settings > Activity

Invoices with payments

An invoice with a recorded payment cannot be cancelled. Delete or refund the payment first, then cancel. Without that order, your payment history would show money collected against an invoice that reports as never having been owed.

Reinstating a cancelled invoice

Open the invoice and click Reinstate on the cancelled banner (or pick Reinstate Invoice from More Options). The invoice returns to the status it had before it was cancelled, keeps its original number, and the cancellation reason is cleared.

Payment reminders are not rescheduled automatically - their original schedule was based on a due date that may now have passed. Check the due date and re-arm reminders if you still need them.

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