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 |
| Waiting for payment | 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 fully returned to the customer | Yes |
Status Details
Draft
A draft invoice is a work in progress. You can add line items with Add Adjustment, adjust the due date, or delete the draft entirely. Draft invoices are not visible to customers and no notifications are sent.
Drafts are created when you create invoices from the Create Invoice drawer.
Use the draft stage to review 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 (via Finalize Invoice) 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. If you spot a mistake, Change to Draft unlocks it again.
Waiting for payment
An invoice in Waiting for payment has been sent to the customer. The family has received an email with a link to view and pay the invoice (or a payment notice, if they have a card on file). The invoice is now waiting for payment.
Overdue
When an unpaid invoice passes its due date, it automatically transitions to overdue. This helps you quickly identify invoices that need follow-up.
Conductly automatically updates invoices to overdue status — you don't need to do anything manually. Check the Active view on the Invoices page to see all overdue invoices at a glance, and consider enabling Payment Reminders (Settings → Reminders) to email or text overdue customers automatically at 3, 7, 14, and 30 days.
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 view.
If the invoice was paid by ACH and the customer's bank later returns that payment (insufficient funds, closed account, unauthorized), Conductly reopens the invoice automatically — back to Overdue, Partially paid, or Open, depending on the due date and whether another payment still covers part of the balance. See Payments for details.
Void
A voided invoice has been cancelled. No payment is expected or accepted. Voiding is the correct way to handle sent invoices that were created in error or are no longer valid. Invoices can be voided while they are Open, Overdue, or Waiting for payment. If the invoice had any payments on it, voiding automatically refunds them.
When you void an invoice that covers a billing period, Conductly asks what should happen to that period:
- Re-bill it — "The invoice was wrong — I'll issue a corrected one for this period." The period can be billed again the next time invoices are generated.
- Write it off — "Don't bill this period again. You can re-open it later from this invoice." The period is skipped by future invoice generation.
Conductly preselects one of the two based on whether the student was still enrolled during that period, and explains why (for example, "Catherine was still enrolled for this period, so it likely needs a corrected invoice.").
If you choose Write it off, the voided invoice shows which period(s) were written off, along with a Re-open for billing button — this reverses the write-off so the period can be billed on a new invoice, without support needing to touch anything. This also works on invoices that were voided before this choice existed.
If you regenerate an invoice for a period that was written off, the new invoice comes back with no charges and a message naming the write-off as the reason, instead of looking like a plain empty invoice. See Creating Invoices.
Voiding an invoice is permanent — a voided invoice cannot be moved back to Open or Waiting for payment. If you need to make changes to an invoice that has already been sent, void it and create a new one. Choosing Write it off for its billing period is still reversible with Re-open for billing; choosing Re-bill it means the period is charged again the next time invoices are generated.
Uncollectible
An uncollectible invoice has been written off via Mark Uncollectible. 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 the payment was fully returned to the customer. This status is applied when you process a full refund on a paid invoice — partial refunds leave the invoice's status unchanged. See Refunds for details.
Status Transitions
Here's how invoices typically move through their lifecycle:
Draft → Open → Waiting for payment → Paid
(Finalize ↓ ↓
Invoice, Overdue Partially paid
then Send ↓ ↓
Invoice) Paid Paid
An invoice is created as a Draft, moved to Open with Finalize Invoice, and moved to Waiting for payment with Send Invoice (or paid directly via Charge card on file).
Additional transitions:
- Open → Draft — Change to Draft unlocks a finalized invoice for editing
- Open / Overdue / Waiting for payment → Void — Only these three statuses can be voided; a draft that's no longer needed is simply deleted, not voided
- Paid → Refunded — Processing a full refund changes a paid invoice to Refunded (partial refunds leave the status unchanged)
- 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.
- Paid / Partially paid → Open / Partially paid / Overdue — If an ACH payment on the invoice is returned by the customer's bank, Conductly reopens the invoice to reflect what's actually still owed
When an unpaid invoice passes its due date, 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 Invoices 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. Bulk voids always write off the billing period on each invoice (there's no per-invoice re-bill/write-off choice in bulk) — re-open any of them individually afterward from that invoice if needed
To perform a bulk operation:
- Go to Invoices and use the checkboxes to select the invoices you want to update
- Click the bulk action button that appears
- Choose the action you want to perform
- Confirm the operation