Every invoice in PortaPro carries two separate facts: its status (what
money is owed) and its delivery (whether the customer has it). The
Invoices list shows both, and the info icon above the Status column opens a
Status guide that explains every badge.
Invoice statuses
Five statuses are saved on an invoice. Three more are worked out on screen.
| Badge | What it means |
|---|---|
| Draft | Not yet issued. Fully editable. |
| Open | Issued, nothing settled yet. |
| Partial | Some payments or credits applied; a balance remains. |
| Paid | Fully settled by card, cash, check, an applied credit or a write-off. |
| Void | Cancelled. Nothing is owed. The numbered record is kept. |
| Overdue | Worked out, never saved: an Open or Partial invoice past its due date plus your grace period. |
| ACH Pending | Worked out, never saved: an Open or Partial invoice whose customer paid by bank transfer that is still clearing (banks take 1 to 5 business days). |
| Replaced | Worked out, never saved: a void invoice that a newer revision took the place of. Nothing is owed on it. |
Because Overdue and ACH Pending are worked out each time the list loads, an
invoice can leave Overdue on its own (a payment, a new due date) and ACH
Pending disappears the moment the bank clears or returns the transfer. While
ACH Pending shows, overdue alerts and automatic reminders pause. If the bank
returns the transfer, the invoice goes back to Open or Overdue and an ACH
Failed marker appears. Grace periods are covered in
Overdue Invoices and Grace Periods.
How an invoice moves between statuses
hand; record a payment and the status follows. See
voided directly; reverse its payments first. A draft is deleted, not
voided.
What you can do in each status
| Status | Main actions |
|---|---|
| Draft | Send Invoice, Edit Invoice, Mark as mailed, Delete invoice |
| Open, Partial, Overdue | Collect Payment (with Apply Credit and Set Up Payment Plan), Resend, Edit Invoice (makes a revision), Mark as mailed while it hasn't been sent, Void invoice |
| Paid | Send Receipt or Resend Receipt, View payment |
| Void | Copy the payment link only |
Only drafts can be deleted. An issued invoice is voided instead, so its
number stays on the books. Editing a sent invoice creates a revision; see
Revising an Issued Invoice.
Delivery badges
The second line under the status says whether the customer has the invoice.
| Badge | What it means |
|---|---|
| Not Sent | Never emailed, printed or marked mailed. |
| Printed | The invoice was opened in the print dialog from Print Invoices. It has not been marked mailed yet. |
| Mailed | You marked it mailed. |
| Sent (Email) | Emailed through PortaPro. |
| Delivered | The email reached the customer's inbox. |
| Email Opened | The customer opened the email. Many mail apps block this signal, so a customer may have read it without this showing. |
| Link Clicked | A link in the email was clicked. |
| Bounced | Delivery failed: the address is wrong or blocked. |
Also shown when they apply: ACH Failed, Autopay Complete (autopay
charged a saved payment method and it settled), Receipt Sent, and a
Resent count for invoices you resent by hand.
Printed is a middle step, not "sent": reaching the print dialog doesn't
prove paper went in an envelope. After printing, PortaPro asks whether to
mark the invoices mailed. If you say not yet, use Mark as mailed on the
invoice later. An invoice that already reads Sent keeps saying Sent after a
reprint. See Printing and Mailing Invoices.
The list's delivery filter offers Not Sent, Printed, Sent
(Email), Mailed and Receipt Sent.
The "still due" line in the list
The Amount column is the invoice total (the card price, when you use the
Cash Discount Program). A small line under it tells you what a check should
say:
your eligible payment methods).
$Y cash discount", so the numbers add up on screen.
The invoice detail view
Click an invoice to open it. The side panel shows:
customer (or the site, for per-site invoices); once sent, the invoice keeps
the number it went out with. See Customer PO Numbers.
Payment Terms.
- Rate Card · <period>: cut by the billing engine from the customer's
rate card.
- Quote: made from a quote.
- Manual · <period> or Manual: typed into the invoice wizard, with
the period when one is set.
Source describes the period, not who wrote the invoice. A hand-typed
invoice that kept the customer's default cycle still reads Manual.
invoice.
Void notice and Printed event, by day and time, with Delivered,
Opened, Clicked to Pay or Bounced next to emails when known.
plan when there is one.
A revision that hasn't been sent shows Not sent yet at the top with a
button to send it. A replaced invoice says which revision replaced it.
The Print button opens Print Invoices with this invoice ticked, so a
one-off print is recorded the same way as a batch. Download PDF saves the
PDF without recording a print.
What prints on the invoice PDF
The PDF uses your logo, accent color, address and footer from
Settings → Finance → Invoices → Invoice PDF. It includes:
PO # when there is one, Invoice Date, Due Date, and the terms
("Due on receipt" sits under the due date for those terms).
of a parent account set to show it.
line asking the customer to put the invoice number in the memo.
(Cash discount applied, Credit applied, Payments applied,
Deposit applied) and Total Due or Balance Due.
prices: the card price and the cash price, with the cash price larger.
is listed as Reversed).
Proof of service link (when Proof on invoices is on in
Settings → Jobs), and Terms & Conditions.
payment") with your mailing address, invoice number, period, PO, customer,
due date and amount due. Turn it on under Settings → Finance → Invoices.
a voided one.
own) and page numbers.
Voiding an invoice
Void invoice takes an issued invoice out of the money flow but keeps its
number on file, the way QuickBooks does.
note to the customer; whatever you send also prints on the voided PDF. Or
skip it.
Any work the invoice billed becomes billable again, so the billing cycle can
pick it back up. To correct an invoice instead of cancelling it, use Edit
Invoice for a revision.