Payment status
Every invoice carries a payment status: how much of it has been paid. The app works it out from the invoice total and the money recorded against it. Nobody sets it by hand.
Who uses it
- Supplier staff filter and sort by it, and chase invoices that aren't Paid.
- Restaurants see it on the PDF, in emails and in the restaurant app.
How it works
The statuses
| Status | List chip | Invoice page | Means | |
|---|---|---|---|---|
| Unpaid | Unpaid | UNPAID | Unpaid | Nothing currently counts as paid (money paid then refunded back doesn't count) |
| Partial | Partially paid | PARTIALLY PAID | Partially Paid | Some money in, some still owed |
| Processing | Processing | PAYMENT PROCESSING | Payment Processing | A bank (ACH) payment is clearing and nothing else has settled the invoice |
| Paid | Paid | PAID | Paid | Money in covers the total |
| Void | Void | VOID | Void | Returns emptied the invoice before anyone paid |
| Canceled | Canceled | CANCELED | Canceled | The order was cancelled |
The status changes the moment a payment, refund, return or edit is saved. A bank payment shows Processing until it clears, usually a few business days (verify timing), then counts as paid. If it fails, it drops out and the status goes back to what the other payments say.
The rule
What counts as paid: money from the restaurant (cash, check, card, bank, other ACH, other card and other, once complete) minus refunds, plus store credit applied and a Clipp coupon payout. Store credit and Clipp coupons don't lower the invoice total; they count as payments toward it.
Checked in this order:
- Returns brought the total to $0.00 before anyone paid, and nothing has been refunded → Void. A free invoice that never had returns, or one that was paid and then returned or refunded, is Paid instead, and its payments stay editable.
- Paid ≥ total → Paid. Paying more than the total is still Paid; the extra shows as Available Refund Amount.
- A bank payment is clearing → Processing.
- Paid is above $0.00 → Partially paid.
- Otherwise → Unpaid.
A Canceled order reads Canceled on the list, the invoice page and the PDF whatever its payments say; the payment status underneath stays as it was.
The status is worked out again after every payment, refund, correction, return or edit that touches the money, by one rule, so every screen agrees.
Calculations
| Invoice total | Paid | Refunded | Clearing | Status |
|---|---|---|---|---|
| $100.00 | $0.00 | $0.00 | $0.00 | Unpaid |
| $100.00 | $40.00 | $0.00 | $0.00 | Partially paid |
| $100.00 | $0.00 | $0.00 | $60.00 bank | Processing |
| $100.00 | $40.00 | $0.00 | $60.00 bank | Processing (a payment in flight wins over Partially paid) |
| $100.00 | $100.00 | $0.00 | $0.00 | Paid |
| $100.00 | $120.00 | $0.00 | $0.00 | Paid; Available Refund Amount $20.00 |
| $100.00 | $100.00 | $100.00 | $0.00 | Unpaid (refunded with no return: owed again) |
| $380.00 after a $120 return | $500.00 | $120.00 | $0.00 | Paid |
| $0.00 (no returns) | $0.00 | — | — | Paid (a free order is settled from the start) |
| $0.00, every item returned | $0.00 | — | — | Void (unpaid, then returned in full) |
| $0.00, returned in full, paid first | $100.00 | $100.00 | — | Paid (money was paid, then came back) |
| $100.00, $40 store credit used | $0.00 | — | — | Partially paid (the $40.00 counts as paid) |
| $100.00, $100 store credit used | $0.00 | — | — | Paid |
Where it shows up
The Payment Status column and filter on the invoice list, the invoice page, the PDF header, the overdue email ("PAID", "UNPAID", "PARTIALLY PAID"), statements, and the Overdue rule (Unpaid, Partially paid and Processing count as unpaid).
Permissions
Everyone who can see an invoice sees its status. It can't be edited.
Decisions
- A failed bank payment no longer counts as paid. The pay page told customers they owed nothing after their payment bounced. (#2343, #2499)
- Store credit and Clipp coupons count as payments, not as a lower total. The invoice keeps its full total, and money the supplier received stays separate from credit. (#2306)
Known limitations
- A payment that is still clearing wins over Partially paid, so an invoice with $40.00 paid and $60.00 clearing reads Processing until the bank answers.
- Cancelling doesn't change the stored payment status; the screens read Canceled from the order's stage.
FAQ
I refunded the customer in full. Why does the invoice say Unpaid? A refund without a return makes the customer owe that money again. If the goods came back, record the return first; the total drops and the invoice stays Paid.
Why does a bank payment say Processing? Bank payments take a few business days to clear. The invoice counts it as paid once the bank confirms it.