Understanding Invoice and Payment Statuses in Billabex

Understanding Invoice Statuses

In Billabex, each invoice has two distinct statuses:

  1. Invoice status (displayed in the invoice list)
  2. Payment status (displayed in the invoice detail view)

These statuses are automatically assigned by the platform based on real payment data and cannot be manually edited.

Invoice Status

The invoice status indicates whether a follow-up action is required.

It appears in two locations:
  1. In the Invoices module (global view)
  2. In a customer account > Invoices tab (filtered view)

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:
A reminder is scheduled 5 business days before the due date.

Overdue

Condition:
The invoice is past due and either unpaid or partially paid.

AI Agent Behavior:
Follow-ups are triggered based on how long the invoice has been overdue:

  1. 0–30 days: one reminder every 10 business days
  2. 30–60 days: one reminder every 5 business days
  3. Over 60 days: one reminder every 3 business days
Paid

Condition:
The total amount has been fully paid.

AI Agent Behavior:
No further follow-ups. The follow-up plan is stopped.

The agent’s behavior is based on:
  1. the age of the oldest overdue invoice
  2. the business day calendar (adjusted per country or default settings)
Info
As time passes, the tone of follow-ups becomes firmer, but always remains professional.

Payment Status

The payment status reflects the actual payment progress for the invoice. It is visible in the invoice detail view, accessed by clicking an invoice in the list.

Unpaid
Partially paid
Paid
Overpaid
Unpaid

Condition:
No payments or credit notes have been recorded.

Partially paid

Condition:
A payment or credit note has been registered, but the amount is less than the total invoice amount.

Paid

Condition:
Payments and/or credit notes cover the full amount of the invoice.

Overpaid

Condition:
Payments or credits exceed the invoice amount (e.g., error or grouped payment).

How is the payment status calculated?
The status is determined by comparing:
  1. the total amount paid
  2. the total amount of credit notes applied 
  3. ​against the total amount of the invoice

Automatic Update Rules

  1. An invoice is marked Paid when the full amount is settled (including credit notes).
  2. It becomes Overdue if the due date is past and the invoice is not fully paid.
  3. It remains Issued as long as the due date is in the future, regardless of payment status.
Info
Statuses cannot be changed manually. Only the amount paid can be adjusted in the invoice details (see dedicated article).

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