Must know
- Past due and Overdue are worked out automatically from the due date and your club’s grace period — they aren’t statuses you set by hand.
- Partially paid means partially paid (some money received), not partially cancelled. Partially refunded and Refunded track money going back to a family.
- A sent invoice reads Unpaid until money arrives. The lifecycle runs Draft → Unpaid → Paid / Partially paid / Refunded / Cancelled, with Past due and Overdue flagged along the way when it’s late.
- Draft — a work in progress. It hasn’t been sent, doesn’t email the family, and doesn’t touch the guardian’s balance yet.
- Unpaid — issued to the family and awaiting payment. The total has been added to the guardian’s balance and they’ve received the invoice email with a link to pay. This is the badge a sent invoice carries until money comes in.
- Partially paid — some payment has been received but a balance is still due. The remaining amount shows under the total in the list.
- Past due — an unpaid invoice that’s past its due date but still inside your club’s grace period, so it only appears if you’ve set one. A gentle “this is late” flag before it hardens into Overdue.
- Overdue — an unpaid invoice past its due date and any grace period. If you set no grace period, an invoice is overdue the day after its due date. Paying it clears the state automatically.
- Paid — paid in full. The balance for this invoice is cleared.
- Partially refunded — you’ve sent part of what the family paid back to them; the rest of the payment stays put.
- Refunded — you’ve refunded the full amount and nothing is owed on the invoice.
- Cancelled — the invoice was cancelled and its charge removed from the guardian’s balance. Cancelled invoices have no further actions.