Invoice Statuses Explained
In Octavia, invoices are shown with a single status label in the invoice list. This article explains what each status means in practice, and what you can still do at each stage. These statuses appear as badges in the inv
The Invoice Statuses You See in Octavia
| Status | What It Means |
|---|---|
| Draft | The invoice has been created but not yet sent to the family. You can still edit it — add lines, remove lessons, adjust amounts. Families cannot see a draft invoice. |
| Sent | The invoice has been emailed to the family. Its amounts and line items are locked, but you can still update its due date while it is not paid in full. Other changes require you to void the invoice and create a new one. |
| Paid | The full invoice amount has been received. The invoice is settled, and a receipt can be generated and sent to the family. |
| Overdue | The invoice has been sent, but the due date has passed and the balance has not been paid in full. |
| Void | The invoice has been cancelled and is no longer active. A voided invoice cannot be paid. Any linked lessons are released and can be re-invoiced if needed. |
These statuses appear as badges in the invoice list, and you can also filter the list by status.
Overdue Invoices
An invoice becomes overdue when its due date has passed and the balance has not been paid in full. The due date is set at the time the invoice is created, based on your school's default payment terms. Overdue invoices are highlighted in the invoice list so you can quickly identify which families need a follow-up.
You can update the due date on a sent or overdue invoice while it is not paid in full. To change several invoices at once, select them in the invoice list and choose Edit due date. Paid and void invoices are skipped.
What Happens When an Invoice Is Sent
Once you send an invoice, two things happen:
- The invoice moves from Draft to Sent.
- Amounts and line items are locked. Because the family has now received the invoice, changing its charges after the fact would be confusing and potentially problematic. The due date remains editable while the invoice is sent or overdue. Other changes require you to void the invoice and create a new one.
Payments and Receipts
When a payment is recorded against an invoice — whether by bank transfer, cash, or online payment — Octavia updates the invoice accordingly. Once the invoice reaches Paid status, a receipt is generated and can be sent to the family.
Partial payments are supported when you record them manually. If a family pays you directly in instalments, you can record each payment and Octavia will keep the outstanding balance up to date. If the invoice is not yet fully paid and the due date passes, it will appear as Overdue. See Recording a Payment.
A draft invoice's balance can also be reduced by applying stored account credit, not just payments. In that case the balance is invoice total minus payments minus account credits applied. See Account Credits.
In practice, the invoice detail actions change with the status: drafts can still be edited or deleted; sent and overdue invoices can have their due date changed, be sent again, or be marked as paid; paid invoices can send or resend receipts; and void invoices remain as record-only.
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