In your dashboard, invoices are labeled based on where they are in their lifecycle. Your invoice list shows: Upcoming, Due, Overdue, Processing, Paid, or Void, plus Available and Processed for credit notes and overpaid invoices. Pending is covered below too, but it describes an invoice that hasn't been finalized yet rather than a label you'll find in the Status filter. Learn how each label is defined below.
Understanding invoice statuses helps you:
See where every invoice stands: One label tells you whether an invoice is still open, needs follow-up, or is fully resolved, without opening it
Anticipate auto-pay retries: Due and Overdue invoices follow your organization's auto-pay retry settings, so you know what happens next
Track payments as they confirm: Processing shows you when a payment is still being confirmed by your payment gateway, before it becomes Paid
Apply credit with confidence: Available and Processed show whether unused credit is still there to apply, without checking a due date that doesn't apply to credit
Keep canceled invoices out of your workflow: Void invoices are clearly separated from active balances
What happens before an invoice is paid? (Pending & Upcoming)
What happens before an invoice is paid? (Pending & Upcoming)
Pending: Pending invoices are not yet finalized as the charges and credits are subject to change before the due date. Pending invoices will be finalized on their due date, which is usually the organization’s billing date.
Upcoming: Upcoming invoices are invoices that have been finalized, but have not yet become due, as the due date is set in the future. You can manually create one for any user/team from their profile.
What happens when an invoice passes its due date? (Due & Overdue)
What happens when an invoice passes its due date? (Due & Overdue)
Due: Due invoices are finalized invoices that have since passed the invoice due date
Overdue: Overdue invoices are finalized invoices that have passed the due date by x amount of days (depending on your organization’s settings)
Note: If an Overdue invoice fails to be processed with auto-pay, Optix will re-attempt to charge the User's payment method one more time, 4 hours after the first attempt.
What happens after an invoice is paid? (Processing & Paid)
What happens after an invoice is paid? (Processing & Paid)
Processing: Processing invoices are any invoices that have been partially or fully paid by the user/team, but are being processed by your payment gateway.
Note: Once confirmed, fully paid invoices will be labeled as 'paid', while partially paid invoices will revert back to their previous state until another payment is made or the invoice is fully paid.
Paid: Paid invoices are any invoices officially paid according to your payment gateway.
Note: If a charge is disputed by a user through their bank, your payment gateway will not update Optix, and therefore it could be remain marked as 'paid'.
What does Void mean?
What does Void mean?
Void: Void invoices are invoices that have been marked as canceled manually by an admin
What are Available and Processed?
What are Available and Processed?
Credit notes (invoices with a negative total) and invoices with an unused negative balance use two additional labels instead of Due, Overdue, or Paid:
Available: The invoice still has an unused negative balance that can be applied to other invoices for the same user or team. This includes credit notes as well as invoices that were overpaid. Credit can be applied as soon as it exists - the due date does not block this and is informational only.
Processed: The invoice is a credit note and its credit has been fully applied. There is no remaining balance to use. An overpaid invoice that has been fully applied shows as Paid instead of Processed.
Note: Credit notes will only show as Available or Processed. A voided credit note still shows as Void.
FAQs
FAQs
What's the difference between Available and Processed?
Available means the invoice still has an unused negative balance, from a credit note or an overpayment, that can be applied to another invoice for the same user or team. Processed means the invoice was a credit note whose credit has now been fully applied, so there's no balance left to use.
Can an invoice that isn't a credit note show as Available?
Yes. An invoice that was overpaid, where the total is still positive but the balance is negative because more was paid than owed, also shows as Available, since that overpayment can be applied to other invoices the same way a credit note can.
Why does a fully applied overpaid invoice show as Paid instead of Processed?
Processed is reserved for true credit notes, invoices with a negative total. When an overpaid invoice (positive total) has its extra balance fully applied, it shows as Paid instead.
Does the due date affect when credit can be applied?
No. Credit can be applied, automatically or manually, as soon as a credit note or overpayment exists. The due date shown on a credit note is informational only and doesn't block this.
Will a credit note ever show as Due or Overdue?
No. While unused credit remains, credit notes and overpaid invoices show as Available. They do not show as Upcoming, Due, or Overdue. A fully applied credit note shows as Processed. A fully applied overpaid invoice shows as Paid. A voided credit note shows as Void.
What happens if an Overdue invoice's auto-pay fails?
Optix will re-attempt to charge the user's payment method one more time, 4 hours after the first attempt.
Why did a partially paid invoice go back to its previous status?
While a payment is being confirmed by your payment gateway, the invoice shows as Processing. Once confirmed, a fully paid invoice becomes Paid; a partially paid invoice reverts to its previous status until it's fully paid or another payment is made.
Why does a disputed invoice still show as Paid?
If a user disputes a charge through their bank, your payment gateway does not send Optix an update, so the invoice can remain marked Paid even though the charge was reversed at the bank level.
Troubleshooting
Troubleshooting
An overdue invoice didn't retry automatically
Check that auto-pay is enabled for your organization, and that at least 4 hours have passed since the first failed attempt. Optix only retries once automatically; if that retry also fails, the invoice needs manual follow-up.
A credit note or overpaid invoice is showing as Due or Overdue
This shouldn't happen while the invoice still has a negative balance. Those invoices show as Available. Once the extra is fully applied, a credit note shows as Processed and an overpaid invoice shows as Paid. Confirm the balance on the invoice detail page, then refresh the list.
A credit note seems to have disappeared from the invoice list
It hasn't disappeared. Once its balance is fully applied, it shows as Processed instead of Available. Filter Invoicing > All invoices > Status > Processed to find it.
A voided credit note is showing as Void, not Processed
This is expected. A voided credit note always displays as Void, regardless of its balance.
A paid invoice doesn't reflect a bank dispute
Check with your payment gateway directly. Disputes handled at the bank level aren't automatically synced back to Optix, so the invoice can remain marked Paid.
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