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
Voided	Invoice cancelled	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

Voided

• Invoice has been cancelled
• Does not count toward revenue or accounts receivable
• Maintains audit trail for your records

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
Voided	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

Voiding Invoices

If you need to cancel an invoice:

1. Open the invoice
2. Click More Options
3. Select Void Invoice
4. Confirm the action

Voided invoices:

• Are marked as void (not deleted)
• Don't count toward revenue
• Maintain audit trail

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