Invoice statuses and what each means

Every invoice in Usystems moves through a lifecycle, reflected in its status. Understanding each status helps you know at a glance what's happened to an invoice and what action—if any—is needed next.

Draft You are still editing the invoice. It has no accounting impact. You can change any field, add or remove lines, and discard it entirely without affecting the books. Only you (and admins) can see draft invoices.

Confirmed You have finalized the invoice and sent it to the customer (or marked it as sent). Once confirmed, the invoice is locked against editing—you cannot change line items, totals, or customer name. The system records this as a receivable: the customer now owes you this amount, and the total appears in your accounts receivable aging reports. If you must edit a confirmed invoice, you must cancel or void it first and create a new one (or, in some businesses, issue a credit note for the difference).

Partially Paid The customer has paid part of the invoice, but the balance remains outstanding. The system tracks how much is due and how much has been received.

Paid The customer has paid the full amount. The invoice is closed, though you can still view it and print it. If the customer later returns the goods or disputes the charge, you can issue a refund (credit note) to reverse part or all of the payment.

Cancelled (if applicable) The invoice has been voided by an admin or through a formal cancellation process. It no longer affects the books. Cancelled invoices remain visible in reports for audit purposes but are marked as inactive.

Why status matters:

• Draft: you are safe to edit or delete.
• Confirmed: the invoice is "live"—it affects your financial position and tax liability.
• Paid/Partially Paid: money has moved; watch for refunds or disputed amounts.
• Cancelled: treated as if it never happened, for accounting purposes.

As you work, Usystems automatically updates the status based on payment received and changes you make. You can also manually change status in some cases (for example, confirming a draft or cancelling a confirmed invoice), depending on your permissions.