Invoice statuses in Invoices and Transactions
The Invoices and Transactions page on Money shows a payment status for every invoice, and the actions in each row's menu depend on that status. This reference lists what each status means, which actions each status allows, how archiving works, and how to filter by status.
What each status means
An invoice's status reflects its payment state. Draft invoices do not show a Draft label: they appear as Not sent, Scheduled, or Scheduled Charge. There is no Partially paid status.
Status | Meaning |
|---|---|
Paid | An invoice that has been paid off, and the funds have completely settled. |
Paid off platform | The invoice was manually marked as paid, so no completed Mallow payment exists behind it. |
Sent | The invoice was sent to a client and is awaiting payment. |
Published | Created with Publish without sending invoice: the link is live, but no recipient was notified. See Create an invoice. |
Pending | A payment has been submitted, but has not yet settled. |
Overdue | The due date has passed. An invoice becomes Overdue the day after its due date passes, and invoices with no due date are never marked Overdue. |
Not sent | A draft with no scheduled send date or scheduled charge date. |
Scheduled | A draft invoice scheduled to send on a future date. It stays a draft until that date. |
Scheduled Charge | A payment from a stored payment method, scheduled from the Vault. |
Payment Failed | The payment attempt failed. |
Cancelled | The invoice was canceled and its payment link no longer works. |
ACH Pending | A bank-transfer payment was submitted and is awaiting settlement, typically 2-5 business days. The status stays ACH Pending even after the due date passes. See ACH bank transfer payments. |
Refunded | The payment was fully refunded. The underlying invoice remains Paid, but the table shows Refunded as the status. |
Partially refunded | Part of the payment was refunded, and the rest can still be refunded. |
Voided | An in-flight ACH payment was voided before it settled. |
Actions by status
Open the row menu to see the actions available for that status. Viewers see only Download invoice, Copy invoice link, and View-count; every other action is hidden for viewers.
Status | Actions |
|---|---|
Paid | Download invoice, Copy invoice link, Refund (when Sola processes your payments), View-count, Archive invoice or Unarchive. |
Paid off platform | Download invoice, Copy invoice link, View-count, Archive invoice or Unarchive. No Refund. |
ACH Pending | Download invoice, Copy invoice link, Void (when Sola processes your payments), View-count, Archive invoice or Unarchive. |
Sent, Pending, Overdue, Payment Failed | Download invoice, Copy invoice link, Resend invoice, Mark as paid, View-count, Cancel invoice, Archive invoice or Unarchive. |
Published | Download invoice, Copy invoice link, Mark as paid, View-count, Cancel invoice, Archive invoice or Unarchive. There is no Resend invoice action. |
Cancelled | View-count, Archive invoice or Unarchive. |
Refunded, Partially refunded | Download invoice, Copy invoice link, View-count, Archive invoice or Unarchive. |
Voided | Download invoice, View-count, Archive invoice or Unarchive. There is no Copy invoice link. |
Not sent | Continue building invoice, Delete invoice. |
Scheduled | Edit scheduled invoice, Delete invoice. |
Scheduled Charge | Edit scheduled charge, Delete scheduled charge. |
Refund and void limits
Refund appears only on Paid invoices, and only when Sola processes your payments (accounts using a different processor do not have refund capabilities). A card payment can be refunded in full or by a custom amount, and you can repeat partial refunds until the full amount is refunded. A bank-transfer refund must be for the full remaining amount. Every refund requires a Refund reason. Invoices marked as paid off platform cannot be refunded through Mallow because no completed payment exists. See Refund a paid invoice.
Void appears only on ACH Pending invoices, and only when Sola processes your payments. A Void reason is required. See Void an in-flight ACH payment.
Other actions worth knowing
Mark as paid (Sent, Published, Pending, Overdue, and Payment Failed invoices) requires the date payment was received, how the client paid you, and whether to email a receipt. The invoice then shows Paid off platform.
Cancel invoice stops the payment link from working and cannot be undone from the client side. See What happens to canceled invoices?
Delete invoice appears only on drafts (Not sent, Scheduled, Scheduled Charge) and permanently deletes the invoice. This can't be undone.
Resend invoice sends the invoice again manually. Automatic reminders are separate: see Overdue invoice reminders.
Archive invoices
Archiving hides an invoice from the default list without changing its status. Click Archive invoice in the row menu to archive, then turn on the Archive switch at the top of the table (it is off by default) to load archived invoices in the same table. Unarchive in the row menu moves the invoice back to the default list.
The four stat cards above the table (Total invoices sent, Invoices sent this month, Total unpaid invoices, and Total overdue invoices) always exclude archived invoices, even while the Archive switch is on.
Archived Sent, Published, Pending, Overdue, and Payment Failed rows still show Archive invoice in their menu instead of Unarchive, so those rows currently offer no way to unarchive from the menu.
Filter by status
Turn on Filters, then open the Status column's filter (the Filter Status button) and check the statuses you want to see under Select value(s). Each option is an independent checkbox, and rows matching any checked status stay visible. Reset clears the filter. For the rest of the table controls, see Use Mallow table views.