Invoice states are defined per invoice and allow you to properly track the handling of invoices. Of course, these states can be edited to match your references.
How to create an invoice state?
To create an invoice state, you need to:
Go to Administration > Global Settings > Actions/States tab > Invoice States section
Click on the link "Add a state"
Choose the color that will be displayed for this state
Enter the name of the new state
Drag and drop by clicking the icon
to change the display order of the states
Note
When the client interface is created, these states are pre-filled with the following terminologies: "ProForma", "Creation", "Sent to client", "Reminder 1", "Reminder 2", "Paid" and "Unpaid".
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How to edit an invoice state in administration?
To change an invoice state in administration, you need to go to Administration > Global Settings > Actions/States tab > Invoice States section
You want to change the color
Click on the color circle
Select the color
Save
You want to change the state name
WARNING!
We do not recommend changing the state name. This would change all invoices in this state and you would lose the state history.
We recommend instead to deactivate (eye) the state and create a new one.
You want to deactivate a state
You can click on the eye icon
to make the state invisible. This also allows you to keep the state for invoices already using the state to be made invisible.
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How to edit an invoice state on an invoice sheet?
To edit an invoice state on an invoice, you need to go to the Billing module > Invoices view > Invoice sheet
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To remember
The invoice state "ProForma" means there is no invoice reference and the invoice content is editable.
The invoice state "Creation" means there is an invoice reference and the invoice content is editable.
The invoice state "Paid" means the entire invoice has been settled and the amount is included in the paid turnover in reports.
Bulk modification of invoice states
To bulk edit the state of several invoices, you need to:
Go to the Billing module > Invoices view
Check the boxes of the invoices for which you want to change the state
On the gray bar appearing at the bottom of the page:
click the pencil
hover over "State"
select the new state
click the "Confirm" button
Individual modification of an invoice state
To edit the state of a single invoice, you need to:
Go to the Billing module > Invoices view > Invoice sheet
In the dropdown list "State", select the new state
Click the green floppy disk to save
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How to properly track my invoices?
To efficiently track your billing, several views are available. You will find more details in the dedicated article: Track the payment of your invoices