Invoice Statuses

Every invoice in Conductly has a status that tells you exactly where it stands. Understanding these statuses helps you manage your billing workflow and quickly identify invoices that need attention.

Status Reference

Status	Description	Visible to Customer?
Draft	Being prepared, not yet finalized	No
Open	Finalized and ready to send	No
Pending	Sent to the customer, awaiting payment	Yes
Overdue	Past the due date with no payment	Yes
Partially Paid	Some payment received, balance remaining	Yes
Paid	Fully paid	Yes
Void	Cancelled — no payment expected	No
Uncollectible	Written off as unlikely to be collected	No
Refunded	Payment was returned to the customer	Yes

Status Details

Draft

A draft invoice is a work in progress. You can add, edit, or remove line items, change the customer, adjust the due date, and make any other modifications. Draft invoices are not visible to customers and no notifications are sent.

Drafts are typically created when:

• You manually create a new invoice
• Conductly auto-generates invoices from billing cycles

tip

Use the draft stage to review auto-generated invoices before sending them out. This gives you a chance to catch any errors before families see them.

Open

An open invoice has been finalized but not yet sent to the customer. The invoice is locked for editing at this point. Think of this as "ready to go" — it's complete and accurate, just waiting for you to send it.

Pending

A pending invoice has been sent to the customer. The family has received an email notification with a link to view and pay the invoice. The invoice is now waiting for payment.

Overdue

When a pending invoice passes its due date without being paid, it automatically transitions to overdue. This helps you quickly identify invoices that need follow-up.

note

Conductly automatically updates invoices to overdue status — you don't need to do anything manually. Check the Active tab in Billing to see all overdue invoices at a glance.

Partially Paid

When a customer makes a payment that doesn't cover the full invoice amount, the invoice moves to partially paid. The remaining balance is tracked on the invoice.

This can happen when:

• A customer makes a partial payment online
• You record a partial manual payment (cash or check)
• A payment is applied to an invoice that has a remaining balance

Paid

The invoice is fully paid. The total of all payments received equals or exceeds the invoice amount. Paid invoices appear in the History tab.

Void

A voided invoice has been cancelled. No payment is expected or accepted. Voiding is the correct way to handle invoices that were created in error or are no longer valid.

warning

Voiding an invoice is permanent and cannot be undone. If you need to make changes to an invoice that has already been sent, void it and create a new one.

Uncollectible

An uncollectible invoice has been written off. Use this status for invoices where payment is unlikely to be received — for example, if a family has left the school with an outstanding balance and you've decided not to pursue collection.

Marking an invoice as uncollectible keeps it in your records for accounting purposes without cluttering your active invoices.

Refunded

A refunded invoice indicates that a payment was returned to the customer. This status is applied when you process a refund on a paid invoice. See Refunds for details on how to process refunds.

Status Transitions

Here's how invoices typically move through their lifecycle:

Draft → Open → Pending → Paid
   ↓              ↓
   └─────────→ Pending → Overdue → Paid
                  ↓
            Partially Paid → Paid

When you click "Save & Send" on a draft invoice, it skips the Open status and goes directly to Pending. When you click "Save as Draft" and then later "Send Invoice", it passes through Open first.

Additional transitions:

• Draft → Void — Cancel a draft invoice before it's sent
• Open → Draft — Move a finalized invoice back to draft for editing
• Any open status → Void — You can void an invoice at any point before it's fully paid
• Paid → Refunded — Processing a full refund changes a paid invoice to refunded (partial refunds keep the current status)
• Overdue / Partially Paid → Uncollectible — Write off invoices after attempted collection has failed. Use Void instead if the invoice was a billing error or the customer should never have been charged.

info

When an open or partially paid invoice passes its due date without being paid, Conductly automatically marks it as Overdue. Other transitions (like voiding or marking as uncollectible) require manual action.

Bulk Status Operations

You can update the status of multiple invoices at once from the Billing page:

• Finalize drafts — Select multiple draft invoices and move them all to Open status
• Void invoices — Select multiple invoices and void them in a single action

To perform a bulk operation:

1. Go to Billing and use the checkboxes to select the invoices you want to update
2. Click the bulk action button that appears
3. Choose the action you want to perform
4. Confirm the operation