Invoice Statuses Explained: From Draft to Paid

Every invoice in SemaQuote has a status that tells you exactly where it stands in the payment process. At a glance, you can see which invoices need attention, which are waiting for payment, and which are complete.

Understanding these statuses helps you stay on top of your accounts receivable without constantly checking your bank account. Let's walk through each one.

The Invoice Lifecycle at a Glance

Invoices flow through a predictable path from creation to payment. Here's how the journey typically unfolds:

Draft  →  Sent  →  Partial (optional)  →  Paid
                       ↓
                   Overdue (if past due date)

Most invoices follow the simple path: Draft to Sent to Paid. Partial and Overdue come into play when payments are split or delayed.

Draft Status

What it means: The invoice has been created but hasn't been sent to your client yet.

Color indicator: Gray

Draft invoices are your workspace. You can edit them freely, add or remove line items, change amounts, and adjust due dates without any consequences. Your client hasn't seen anything yet, so you have complete flexibility.

What You Can Do

• Edit any invoice details
• Add or modify line items
• Change the due date
• Delete the invoice entirely (only drafts can be deleted)
• Send the invoice when you're ready

When You'll See Draft Status

• Immediately after creating a new invoice
• After converting a quote (before you send it)
• When you're waiting for final job details before billing

Pro Tip: Don't let invoices sit in Draft too long. The sooner you send, the sooner you get paid. Aim to send within 24 hours of completing work.

Sent Status

What it means: The invoice has been delivered to your client and is awaiting payment.

Color indicator: Blue

Once you send an invoice, it moves to Sent status. This signals that the clock is ticking toward the due date. Your client can now view the invoice through their portal link and has all the information they need to pay you.

What You Can Do

• Resend the invoice if your client didn't receive it
• Record a payment when funds arrive
• Check whether the client has viewed the invoice

Key Things to Know

• Sent invoices become part of your accounts receivable
• The due date countdown begins
• Clients can download PDF copies from their portal
• You'll see a "Viewed" indicator when your client opens the invoice

Partial Status

What it means: Your client has made one or more payments, but a balance remains.

Color indicator: Amber/Yellow

Partial status appears automatically when you record a payment that doesn't cover the full invoice amount. This is common with deposit-based billing, payment plans, or progress payments on larger projects.

What You'll See

• The total invoice amount
• The amount paid so far
• The remaining balance

What You Can Do

• Record additional payments as they arrive
• Send payment reminders if the balance is overdue
• View the complete payment history

Example

A $2,000 invoice with a $500 deposit recorded shows:

Paid Status

What it means: The invoice has been fully paid. You're done here.

Color indicator: Green

This is where you want all your invoices to end up. Paid status means your client has satisfied their obligation and the invoice is complete. Time to celebrate (or at least move on to the next job).

What Happens

• The balance shows $0 remaining
• The invoice is excluded from your outstanding receivables
• Payment history is preserved for your records
• You can still view the invoice anytime for reference

Can You Edit a Paid Invoice?

Paid invoices should generally not be modified. If you need to make adjustments after payment (like correcting an error), the best practice is to issue a credit memo or create a new invoice rather than changing the paid one. This keeps your accounting clean.

Overdue Status

What it means: The due date has passed and the invoice hasn't been fully paid.

Color indicator: Red

Overdue is a warning status. It tells you that action is needed. SemaQuote automatically flags invoices as overdue when they pass their due date without full payment. This applies to both unpaid (Sent) and partially paid (Partial) invoices.

Automatic Detection

You don't need to manually mark invoices as overdue. SemaQuote checks due dates continuously and updates statuses automatically. When you open your invoices list, overdue items are immediately visible with their red indicators.

What You'll See

• Red status indicator that catches your eye
• Number of days overdue
• Overdue amount highlighted

Your Options for Handling Overdue Invoices

When an invoice becomes overdue, you have several paths forward:

1. Send a Reminder

Resend the invoice with a polite follow-up. Many late payments are simply oversights. Life gets busy, and your client may have just forgotten.

2. Call Your Client

A personal phone call can be more effective than another email, especially for larger amounts. Keep it friendly and professional.

3. Offer a Payment Plan

If your client is struggling financially, accepting partial payments is better than no payment. Work out a schedule that gets you paid over time.

4. Extend the Due Date

If there's a legitimate reason for the delay, you can update the due date. This moves the invoice back to Sent status and resets the overdue clock.

5. Consider a Write-Off

For uncollectible invoices, you may eventually need to consider this a bad debt. Consult your accountant about proper write-off procedures and tax implications.

How Statuses Change: Quick Reference

Here's a handy reference for how invoices move between statuses:

Filtering Your Invoices by Status

Your Invoices list can be filtered by status, making it easy to focus on what needs attention:

Pro Tip: Start your day by checking the Overdue filter. A quick morning review helps you catch problems early before they become bigger issues.

Understanding Your Dashboard Insights

Your dashboard includes a status distribution chart that gives you a visual snapshot of your invoice health.

What a Healthy Distribution Looks Like

• Mostly green (Paid): You're collecting efficiently
• Small blue wedge (Sent): Recent invoices awaiting payment
• Minimal to no red (Overdue): Your follow-up process is working

Warning Signs to Watch For

• Growing red wedge: Your overdue problem is getting worse
• Large gray wedge: Too many drafts sitting unsent
• Large amber wedge: Many invoices stuck in partial payment

Want to dive deeper into your billing analytics? Check out the Invoice Dashboard guide for detailed metrics and collection strategies.

Best Practices for Managing Invoice Statuses

Check Overdue Daily

Make it a habit to review overdue invoices each morning. The longer an invoice stays overdue, the harder it becomes to collect. Early intervention makes a big difference.

Follow Up Before It's Late

Send a reminder before invoices become overdue. A friendly "your payment is due in 3 days" message is much easier than a "you're 2 weeks late" conversation.

Keep Records of Your Follow-Up

Document all communication about overdue invoices. Notes like "Called 1/15, client said payment will arrive Friday" help you track collection efforts and provide a record if things escalate.

Know When to Act

Related Articles

• Creating Invoices - Build invoices from scratch or convert quotes
• Sending Invoices - Deliver via email
• Recording Payments - Track full and partial payments
• Invoice Dashboard - Analyze your collection performance