Invoice statuses
The four invoice statuses — Draft, Sent, Paid, Cancelled — plus the derived Overdue chip and the separate payment status field.
An invoice has exactly four statuses. A separate payment status tracks how much has been paid, and Overdue is shown as a chip but isn't a status of its own.
- Role
- OwnerAdminManager
Invoices and their statuses are visible to manager-tier roles. Members never see invoices.
The four statuses
| Status | Chip | What it means |
|---|---|---|
| Draft | neutral | A work in progress. Only Drafts can be edited or deleted. |
| Sent | blue | Emailed (or marked sent) and given a public pay link. |
| Paid | green | Fully paid — usually by recording a payment. |
| Cancelled | — | Voided; linked time and expenses are released. See Cancel & restore. |
Overdue is derived, not stored
There's no "Overdue" status. When an invoice is Sent and its due date has passed, Hoursmith shows a red Overdue chip (e.g. Overdue 5d). The moment it's paid or cancelled, the chip goes away. Overdue invoices are what reminders act on.
So an invoice can be Sent and Overdue at the same time — "Sent" is the stored status, "Overdue" is a live label derived from the due date.
Payment status is separate
Alongside the status above, every invoice has a payment status that reflects money received:
- unpaid
- partially paid — a payment was recorded for less than the balance
- paid
- refunded — see Refunds
The invoice reaches the Paid status once its full balance is covered. Partial payments are supported, so an invoice can be Sent with a payment status of partially paid.
How status changes
- Create → Draft
- Send or Mark sent → Sent (mints a public link)
- Record full payment or Mark paid → Paid
- Cancel → Cancelled (any status except Paid)
- Restore → back to Draft
A cancelled invoice keeps its number burned for audit, and a restored Draft does not automatically re-link its original time entries. See Cancel & restore.