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Invoice Status Checker
Work out the status of every invoice: draft, sent, due, overdue, part paid or settled.
Quick Tool Overview
The Invoice Status Checker works out each invoice’s real status from its dates and amounts rather than from a field somebody set, and flags the impossible ones — paid with a balance, due before issued, a draft sitting for a fortnight.
- What it does
- Works out the status of every invoice
- You give it
- Dates, amounts and amounts paid
- You get back
- A status and what it implies you do
- Best for
- Tidying a ledger that has drifted
About the Invoice Status Checker
Every accounting system has invoice statuses and no two agree on what they are, which is how a business ends up with "sent" invoices that were never sent and "paid" ones that were part paid. The statuses that actually matter are the ones that imply an action.
This works out a status for each invoice from its dates and amounts, and says what the status means you should do. Draft, which means it is not a debt yet and should be issued or deleted. Sent, awaiting the due date. Due today, which is the last quiet moment. Overdue, in bands. Part paid, with the balance. Settled. And disputed, which is the only status that should stop the reminder clock.
It also flags the states that should not exist: an invoice sent but never dated, one marked paid with a balance remaining, one with a due date before its issue date, and one in draft for longer than a week — which is almost always work that was done and never billed.
Key features of the Invoice Status Checker
Derived, not declared
Worked out from the data rather than a status field.
Every status implies an action
Otherwise it is not worth having.
Impossible states flagged
Paid with a balance, due before issued, and the rest.
Stale drafts caught
Almost always work done and never billed.
Disputed handled
The only status that should pause the reminder clock.
How to use the Invoice Status Checker
-
1
Paste the invoice list
Number, issue date, due date, amount and amount paid.
-
2
Read the statuses
Worked out from the dates and amounts rather than from a field.
-
3
Look at the flagged rows
Impossible states — paid with a balance, due before issued, drafts left sitting.
-
4
Act on what each status implies
Every status here maps to something to do.
Frequently asked questions
The useful set is draft, sent, due, overdue, part paid, paid, disputed, cancelled and written off. Anything beyond that is usually a workflow state rather than a status of the invoice itself.
No. A draft has not been issued, so it creates no obligation and no tax point. A draft sitting for more than a week is almost always work that was done and never billed, which is the most expensive kind of unbilled work there is.
That the customer has raised a genuine query about the invoice in writing. It is the only status that should pause the reminder ladder, and it should have a deadline of its own — a dispute nobody is progressing is just a delay.
No, and treating it as paid is how balances go missing. It is part paid, with a stated balance, until the balance reaches zero.
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