Bill statuses and what each means

What are bill statuses?

A bill's status reflects its payment stage — how much is owed and whether the debt is settled. As you pay a bill, its status changes automatically to show your progress. Understanding statuses helps you see at a glance which vendors still owe you payments and which invoices are fully settled.

Bill statuses explained

Draft

A bill you created but have not yet confirmed. You can still edit the items, amounts, and dates freely. Draft bills do not affect your accounts or vendor balances. When you are ready, you confirm the bill to lock it and move it to Unpaid.

Unpaid

The bill is confirmed and the full amount is now owed to the vendor. The expense and corresponding accounts payable are posted to your general ledger. This status means no payment has been recorded yet. Most bills spend time in this state while awaiting the due date or processing payment.

Partially Paid

You have recorded a payment against this bill, but the amount paid is less than the total. For example, if a bill is for 1,000 and you pay 600, the bill is Partially Paid with 400 still owed. The remaining balance still appears in your vendor balance and aging reports.

Paid

The full amount of the bill has been paid. No further payment is required. Paid bills remain visible in your history for reconciliation and reporting, but they do not contribute to the vendor's outstanding balance.

Cancelled

The bill was cancelled — either by mistake, duplicate, or credit memo. Cancelled bills are archived and no longer contribute to your vendor balance or aging reports. You cannot reverse a cancelled bill from the document itself; contact support if you need to restore it.

How statuses work in practice

1. You receive a vendor invoice → Create a bill and save it as Draft.
2. You confirm the bill → Status becomes Unpaid. The debt now shows on your vendor balance.
3. You make a partial payment → Status becomes Partially Paid. Part of the debt is settled.
4. You pay the remaining amount → Status becomes Paid. The vendor no longer shows an outstanding balance for this bill.

If you make a mistake, you can cancel the bill and create a new one, or contact support to explore options.

Where to see bill statuses

View all your bills and their statuses at Purchases → Bills → Open in Usystems. You can filter by status to find, for example, all Unpaid bills or all Partially Paid invoices. Check vendor details at Contacts → Vendors → [Vendor name] → Open in Usystems to see all their bills and payment history.

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