An invoice status is a working label for the document’s current stage. Use labels consistently and update them based on records, not assumptions about delivery or payment.
An invoice status describes the current state of a billing document. Clear statuses help a business see which invoices still need review, which have been sent and which balances remain outstanding. A status is a recordkeeping label; it does not itself send an invoice or prove payment.
Common invoice statuses
- Draft
- Prepared but not yet issued to the customer. Review details before changing it to sent.
- Sent
- A billing platform may use this label after its send action. This generator does not email invoices or independently record delivery, so keep your own note of when and how it was sent.
- Unpaid
- The invoice has an outstanding balance and no payment is recorded against it in the current workflow.
- Viewed
- Use only if the delivery or accounting platform actually reports a view. This generator does not track whether a recipient opened an invoice.
- Partially paid
- Some payment has been confirmed, but a balance remains. Record the amount received and the remaining amount.
- Paid
- The amount due has been received and matched to the invoice. Confirm payment using your normal records.
- Overdue
- The agreed due date has passed and some balance remains unpaid. Verify terms and payments before sending a reminder.
- Cancelled
- The invoice will no longer be collected as issued. Retain the record and explain any replacement or correction in your own process.
How status connects to payment records
When money arrives, match it to the invoice number, amount and payment date. For a partial payment, preserve the outstanding balance rather than marking the full invoice paid. A receipt generator can record a payment received; a receipt confirms payment, while an invoice requests it.
What if the status is overdue?
Check the written terms, due date, outstanding balance and payment records first. Then confirm that the invoice reached the right contact and follow up courteously. If you are considering a late fee, review the agreement and applicable requirements; the late-fee calculator only estimates arithmetic from your inputs.
Use the invoice generator to prepare a bill and the invoice-to-receipt workflow to connect billing with payment confirmation.
Frequently asked questions
What does invoice status mean?
Status is a working label for the document’s current stage—such as draft, sent, partially paid, paid, overdue or cancelled. Update it from records, not assumptions.
Should status labels match accounting software exactly?
Use consistent labels that fit your records. Software names can differ; the important part is that each status reflects a verified stage of the billing lifecycle.
General information only—not legal, tax or accounting advice. Requirements can vary by jurisdiction, transaction and agreement. Confirm what applies to your situation.