Overview
An invoice moves through various statuses as it is reviewed and eventually exported to your accounting software. The status of an invoice indicates where it is in its lifecycle.
Who uses this feature
Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades
Invoice statuses
An invoice can be in one of the following statuses:
Review Status: Indicates if the invoice has been reviewed by an office employee. This status is manually updated and tracked by the office employee within the Invoices module in the Accounting section.
Sent Status: Indicates if the invoice has been sent to the customer. This status is automatically assigned and tracked within the Invoices module in the Accounting section.
Paid Status: Indicates if the invoice has been paid. This status is automatically assigned and tracked within the Invoices module in the Accounting section.
Batch Status: Indicates if the invoice has been added to a batch. This status is automatically assigned through the batch, post, and export transactions process and can be tracked in the header section of the invoice record.
Export Status: Indicates if the invoice has been exported to your accounting software. This status is automatically assigned through the batch, post, and export transactions process and can be tracked in the header section of the invoice record.
Period Status: Indicates whether the invoice's date falls within an open or closed accounting period.
The invoice lifecycle
The status of an invoice lets us know which stage of the invoice workflow it is currently in.
Export status
The export status of an invoice can be found in the invoice header as either Pending, Posted, or Exported.
Pending status
When a job is booked, an invoice is automatically created and assigned a status of Pending. The invoice number will match the job number. An invoice in this status is editable.
Once a job is complete, it will appear in the Invoices module in the Accounting section.
Note: The invoice will also appear on the Batch/Export Transactions screen.
Posted status
When a batch has been posted, the status in the invoice header for each invoice within the batch will change to Posted. When an invoice is in the Posted status, minimal changes can be made to the Invoice Details only. If changes are needed, you can unpost a batch.
Exported status
When an invoice has been exported to an accounting system, it will show as Exported in the invoice header. At this stage, the invoice can no longer be edited. If you need to make changes to the invoice, create an adjustment invoice.
Note: If an invoice is bypassed, the status will appear as Exported once the bypass is complete.
Period status
The period status on a ServiceTitan invoice indicates whether the invoice's date falls within an open or closed accounting period.
Open status
An Open status means the accounting period is still active, and the invoice can be added, edited, or updated.
Closed status
A Closed status signifies that the accounting period has been finalized, and the invoice's details are locked and can no longer be changed. This ensures financial records are accurate and final for that period.
Review, Sent, and Paid statuses
The Invoices module lets you track the Review, Sent, and Paid statuses on your invoices in one convenient location.
Review Status
The Review Status column lets you know if an invoice has already been reviewed. Statuses include Needs Review, On Hold, or Reviewed.
Sent Status
The Sent Status column lets you know if an invoice has already been sent to the customer and whether the customer has opened their invoice email. Statuses include Sent, Sent (Opened), or Not Sent.
Paid Status
The Paid Status column lets you know if payment has been collected for the invoice. Statuses include Unpaid, Partially Paid, Paid, or Overdue.
Batch Status
When an invoice is added to a batch, the Batch Status in the invoice header changes from Unbatched to the number and name of the batch it now belongs to. The Export Status remains as Pending and the invoice is still editable.
