What invoice statuses and payment states mean

Invoice statuses and payment states help you understand what stage an invoice is at. They are especially useful when following up customers who owe money.

Invoice statuses

• Draft means the invoice is being prepared and may not yet have been sent to the customer.
• Sent means the invoice has been sent or manually marked as sent.
• Paid means the invoice has no remaining balance.
• Part-paid means the customer has paid part of the invoice but still owes more.
• Overdue means the invoice is past its due date and still has a balance.
• Cancelled means the invoice should no longer be treated as active.
• Outstanding means the invoice still needs payment attention.

Payment states

• Unpaid means no payment has been recorded.
• Part-paid means one or more payments have been recorded but the balance is not zero.
• Balance due means money is still owed.
• Fully paid means the invoice balance is zero.

Why this matters

• A busy business can easily forget who owes money.
• Statuses help you quickly see which invoices need follow-up.
• Payment states help separate customers who have paid from customers who still owe money.
• This is useful for Kenyan shops, salons, service providers, suppliers, freelancers, delivery businesses, and small contractors.

Example

• A customer buys KSh 3,500 of stock and pays KSh 1,500. Bizwazi can show the invoice as part-paid with a balance of KSh 2,000. The owner can later filter by part-paid or balance due to follow up.