Invoice Workflow Overview
The Invoice Workflow page 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 5 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 invoices that need attention today or are considered past due based on the “Target issue date”.
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
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(s) for the usage period
Cancel- Moves an invoice to the Resolved step and given a “Cancelled” status
All invoices in this area are in “draft” 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
Ready for Review
The Ready for review step displays invoices that have a “Requires review” setting on and are within 30 days of their “target issue date”. These invoices are awaiting manual approval. The following actions can be taken on invoices in this section:
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(s) for the usage period
Cancel- Moves an invoice to the Resolved step and given 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
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 this section:
Issue or Issue Early- Send the invoice to your customer via your invoice provider. “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(s) 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 given 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 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 future and for the invoice to auto-issue.
Issued
Issued
The Issued step displays invoices that have been sent to a customer and are awaiting payment. The invoices in the table will have “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 not successful
Payment Processing- Payment on the invoice has been attempted, but has not been confirmed as successful or failed yet
Action Required- An error has occurred that needs user attention
The following actions can be taken on invoices in the Issued step:
Mark as Paid- Moves an invoice to the Resolved step and is given a “Paid” status. (Action only appears for invoices with “Manual” as the invoice provider)
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 your customer
Void- Moves an invoice to the Resolved step and given a “Void” status
Mark as uncollectible- Moves an invoice to the Resolved step and given 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
Resolved
The Resolved step displays invoices that have been marked as Cancelled, Void, Uncollectible or Paid within the last 30 days. The following actions can be taken on invoices in this section:
View- Review invoice details
Download PDF- Allows you to download a PDF of an 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 in the associated Customer Page under the Invoices section regardless of status.