Invoices workflow

Invoice workflow overview

The invoice workflow page, accessed from Invoice > Workflow, provides your team with a single, Kanban‑style view of every invoice as it moves from draft to payment or resolution. Invoices populate on the invoice workflow page when an action is needed within 30 days.

There are five workflow steps your invoices may appear in:

In progress: Only applies to invoices with at least one usage‑based line item whose usage period is still open.
Ready for review: Invoices that require manual approval.
Ready to issue: Invoices that require manual issuing.
Issued: Invoices that have been sent to your customer.
Resolved: Invoices that have been marked as Paid, Voided, or Uncollectible.

Each workflow step summary will highlight in red the number of invoices that need attention today or that are considered past due based on the target issue date.

Invoices with unresolved issues display an Action required indicator in the workflow. Use the Action required filter to focus on only those invoices. For more details, see our article on invoice alerts & invoice alert center.

Note: The legacy invoices list‑view is now labeled Invoice reporting and can be accessed on the Invoices and Analytics pages.

Invoice workflow steps

In progress

The In progress step displays invoices that contain at least one usage-based line item with an open usage period. These invoices are awaiting usage events to be added manually or via API. The following actions can be taken on invoices in this section:

Preview: View and make edits to an invoice.
Add usage: Input a usage event for the usage period.
Cancel: Moves an invoice to the Resolved step and gives it a Cancelled status.

All invoices in the In progress area are in Draft status and will remain there until the usage period closes. Upon closing, the invoice will automatically move to Ready for review, Ready to issue, or Issued, depending on the invoice settings selected.

Ready for review

The Ready for review step displays invoices that have the Requires approval setting enabled and are within 30 days of their target issue date. Invoices in Ready for review are awaiting manual approval. The following actions can be taken on invoices in Ready for review:

Approve: Approval can be given individually or in bulk by using the checkboxes along the left of the invoices table.
View/Edit Invoice: View and make edits to an invoice.
Add usage: Input a usage event for the period.
Cancel: Moves an invoice to the Resolved step and gives it a Cancelled status.

Once an invoice is approved, the invoice will inherit a target issue date (based on the billing frequency of a subscription) and be moved to the Ready to issue or Issued step, depending on the invoice settings chosen.

Tip: Aim to clear your Ready for review list daily/weekly to maintain an effective workflow process for your team

Ready to issue

The Ready to issue step displays invoices that are within 30 days of their target issue date. These invoices are awaiting a manual or auto issue, depending on the invoice settings. The following actions can be taken on invoices in the Ready to issue section:

Issue or Issue early: Send the invoice to your customer now.
- Issue early will show for invoices whose target issue date has not yet occurred.
- Issuing can be done individually or in bulk by using the checkboxes along the left of the invoices table.
Preview: View and make edits to an invoice.
Add usage: Input a usage event for the usage period.
Re-request review: Moves the invoice to the previous Ready for review step to await approval.
Cancel: Moves an invoice to the Resolved step and gives it a Cancelled status

Once an invoice is issued, it will be assigned an invoice number, become finalized, and move to the Issued step. From this point on, an invoice cannot be edited.

Note: Invoices with automatically issue toggled on will not auto-issue if the target issue date is more than 24 hours in the past. You must edit the date to the current day or a future date for the invoice to auto-issue.

Issued

The Issued step displays invoices that have been sent to a customer and are awaiting payment. The invoices in the table will have a Status column denoting the following:

Awaiting payment: An attempt to pay the invoice has not yet been made.
Payment failed: Payment on the invoice was attempted, but was not successful.
Payment processing: Payment on the invoice has been attempted, but has not been confirmed as successful or failed yet.
Action required: An issue has been detected on the invoice that must be resolved. Affected invoices also appear in the invoice action center on your Home page. For more details, see our article on invoice alerts & invoice alert center.

The following actions can be taken on invoices in the Issued step:

Mark as paid: Moves an invoice to the Resolved step and gives it a Paid status.
- You can mark invoices as paid individually or in bulk by using the checkboxes along the left of the invoices table
Resend: Allows you to resend the invoice to your customer.
Void: Moves an invoice to the Resolved step and gives it a Void status.
Mark as uncollectible: Moves an invoice to the Resolved step and gives it a Uncollectible status
Download PDF: Allows you to download a PDF of the finalized invoice.

Invoices will remain in the Issued step until they are Paid or marked as Void or Uncollectible. Once one of those three conditions occurs, an invoice will be moved to the Resolved step.

Resolved

The Resolved step displays invoices that have a status of Cancelled, Void, Uncollectible, or Paid within the last 30 days. The following actions can be taken on invoices in this Resolved section:

View: Review invoice details.
Download PDF: Allows you to download a PDF of an invoice.
Reissue: Edit and reissue a voided invoice.

Once an invoice has been in the Resolved step for 30 days, it will be removed from the invoice workflow page. All invoices will always show on the associated Customer page under the Invoices section, regardless of status.

Invoice workflow filters

The invoice workflow can be filtered by:

Payment collection: Stripe or Manual
Customer
Usage: Missing usage data, with usage, no usage
Errors: Action required filters the invoice list to show only invoices with unresolved issues. See our article on invoice alerts & invoice alert center for more details.
Invoice automation: Automatically charge, automatically issue, or require review stage.