Four Statuses You Need to Know
Every invoice in FieldPlexus lives in one of four statuses. Each has a color-coded badge so you can scan your list and know exactly what is happening.
Collecting (Yellow Badge)
The invoice is open and actively accumulating services. Every client has exactly one collecting invoice at a time.
What you can do:
- Add, edit, or delete line items
- Send the invoice (if it has at least one line item)
- Delete the invoice (only if total is $0)
What you cannot do: archive a collecting invoice.
Sent (Blue Badge)
You tapped Send Invoice. The client got the email and PDF. Now you are waiting for payment.
What happens automatically:
- Due date calculated as sent date plus your Default Payment Days from Settings → Billing
- A secure 64-character viewToken is generated so the client can view the invoice online without logging in
- A new empty collecting invoice is created for the client's next services
What you can do:
- Edit line items (for corrections)
- Resend the invoice (button replaces Send Invoice)
- Mark as paid
- Delete (only if total is $0)
Overdue (Red Badge)
Today's date is past the due date. No action needed from you — FieldPlexus detects this automatically when you view the invoice list.
The Overdue tab shows a red count badge so you see how many at a glance: "Overdue (3)."
What you can do:
- Everything you can do with a Sent invoice
- Resend as a reminder
- Mark as paid when payment comes in
Auto-resend: FieldPlexus automatically re-emails overdue invoices at 7 days and 14 days past due. An orange "Auto-reminded ×1" or "Auto-reminded ×2" badge appears on the invoice. Maximum two auto-reminders per invoice. After that, follow up manually.
Paid (Green Badge)
You tapped Mark as Paid and confirmed. Receipt went out automatically.
What happens:
- paidAt timestamp recorded
- Payment method recorded if selected
- Receipt email sent automatically with PAID banner PDF
- Invoice locked — line items cannot be edited (it is a financial record)
- Income appears automatically in Accounting → Income
What you can do: Archive to hide from the main list. You cannot delete a paid invoice.
Archived (Gray Badge)
A paid invoice that has been archived. Moved to the Archived tab, hidden from the main list, still accessible anytime. Unarchive by opening the invoice and tapping Unarchive.
Tab vs Badge
Two separate concepts:
- The tab (Collecting, Sent, Paid, etc.) shows the invoice's status — where it sits in the workflow
- The badge on the invoice row (Manual or Collecting) shows the invoice type — how it was created
A yellow Collecting badge means it was auto-created from completed appointments. A purple Manual badge means you created it by hand for side work. When a manual invoice is sent, it moves to the Sent tab but keeps the purple Manual badge forever so you always know it was manual.
How Status Transitions Work
- Collecting → Sent: manual, by tapping Send Invoice
- Sent → Paid: manual, by tapping Mark as Paid
- Sent → Overdue: automatic, when today's date exceeds the due date
- Overdue → Paid: manual, by tapping Mark as Paid
- Paid: locked, no further transitions
Viewing Invoices by Status
- Tap Invoices in the sidebar
- Tap any tab: All, Collecting, Sent, Paid, Overdue, Archived
The Overdue tab shows a red count badge. Filters at the top let you search by client name or pick from the last 12 months.
Still have questions? Tap Help in the sidebar and ask the AI product expert — it knows every feature, every button, every workflow in FieldPlexus.