Understanding Invoice Statuses
In Billabex, each invoice has two distinct statuses:
- The invoice status (shown in the invoice list)
- The payment status (shown in the invoice detail)
These statuses are automatically assigned by the platform and reflect the actual state of collection. They cannot be modified manually.
Invoice status
The invoice status lets you quickly see whether a follow-up action is expected.
It is visible in the invoice list, accessible from two places:
- In the Invoices module (global view)
- From a customer account > Invoices tab (filtered by account)
Available statuses:
Issued
Overdue
Paid
Issued
Condition:
The invoice has been created but is not yet due. The due date is in the future.
AI agent behavior:
Schedules a follow-up 3 business days before the due date as a payment reminder.
Overdue
Condition:
The invoice is past due and payment is partial or missing.
AI agent behavior:
Based on how long the invoice has been overdue:
- 0–30 days: communication every 10 business days
- 30–60 days: communication every 5 business days
- >60 days: communication every 3 business days
Paid
Condition:
The full amount has been settled.
The full amount has been settled.
AI agent behavior:
No follow-ups. The follow-up plan is suspended.
The AI agent's behavior is based on:
- the age of the oldest overdue invoice;
- a business day calendar, adjusted based on the country of issuance or default settings.
For follow-ups, the tone becomes progressively firmer over time, while remaining professional.
Payment status
The payment status reflects the state of payment for an invoice. It is visible in the invoice detail, accessible from the invoice list by clicking on a row.
Unpaid
Partially paid
Paid
Overpaid
Unpaid
Condition:
No payment or credit note has been recorded.
Partially paid
Condition:
A payment or credit note has been recorded. The amount is less than the total invoice amount.
Paid
Condition:
A payment or credit note has been recorded. The full invoice amount has been settled.
Overpaid
Condition:
A payment or credit note has been recorded. The settled amount exceeds the original amount (e.g., error or grouped payment).
A payment or credit note has been recorded. The settled amount exceeds the original amount (e.g., error or grouped payment).
The payment status is calculated based on:
- payment(s) received
- credit note(s) applied
- Compared to the total amount of the invoice
Automatic update rules
- An invoice moves to "Paid" as soon as the full invoice amount has been settled (recorded payments and applied credit notes)
- It becomes "Overdue" if the due date has passed and payment is incomplete
- It remains "Issued" if it is not yet due, regardless of payment status
Statuses cannot be modified manually. Only the paid amount can be edited, from the invoice details (see dedicated article).