Invoice List and Statuses
The Invoices area is the central list of draft, issued, sent, paid, overdue, and cancelled invoices. Use it to find an invoice, understand its current stage, and open its full commercial history.
Open And Search The Invoice List
Open Billing -> Invoices. The table includes the invoice number or identifier, creation date, recipient, performance period, due date, subtotal, tax, grand total, and status.
Use search, filters, sorting, grouping, and visible-column settings to narrow the list. Newest invoices appear first by default. Open a row to see the full invoice details, items, totals, timeline, payment history, notes, and related projects.
The same invoice table can appear on a project's Billing tab. That project view is already narrowed to the selected project.
Understand Invoice Statuses
Invoice statuses describe the commercial lifecycle, not the work source.
| Status | What it means |
|---|---|
| Draft | The invoice is being prepared. Selected Invoice Positions are reserved. |
| Ready For Review | Preparation is complete and the invoice is waiting for a final review. |
| Sent | The invoice was issued or recorded as sent to the recipient. Its reserved positions are invoiced. |
| Partially Paid | At least one payment is recorded, but a balance remains. |
| Paid | The full invoice amount is recorded as paid. |
| Overdue | The due date has passed and an unpaid balance remains. COMPASS can derive this state from the due date and balance. |
| Disputed | The recipient or finance team has challenged the invoice and it needs resolution. |
| Closed | The commercial record has been closed without further normal collection actions. |
| Cancelled | The invoice is no longer active for collection. |
Status labels help users understand what action comes next. They do not automatically send an email, move money, or update an external accounting platform unless a separate integration or workflow is configured.
How Drafts Reserve Work
A draft reserves its selected Invoice Positions so another invoice cannot use the same work. This protection starts when the lines are added, not only when the invoice is issued.
Reserved positions remain visible in Open Items as Reserved or In draft, but they are not available for another draft. If you remove an eligible line from the draft or cancel the invoice, COMPASS releases the reservation when the position lifecycle allows it.
Budgeted Amounts drafts do not reserve positions because those budgets have no position ledger. Instead, their draft line amounts reduce the remaining amount shown to other invoice drafts.
Review One Invoice
Open an invoice to review the information that supports it.
- Base Information shows the recipient, currency, due date, and related Billing Profile.
- Related Project and budget links explain which commercial scope the invoice covers.
- Performance Period shows when the work was performed.
- Invoice Items show position-backed, budget-backed, individual-cost, or manual lines.
- Totals show subtotal, tax, grand total, and paid amount.
- Timeline records invoice lifecycle actions.
- Payment History records full or partial payments and any reduced-payment reason.
Position-backed lines keep the source quantity, price, and total. This protects the connection between recorded work and the customer charge.
Record Payments Carefully
Use Record Payment when a payment has actually been confirmed. Choose the full or partial option, enter the amount, and record a reduced-payment reason when your process requires it.
The payment entry updates the invoice status and remaining balance. It does not move money. Reconcile the amount with your bank or accounting system before saving.
Do not mark an invoice as paid only to remove it from an overdue list. Payment history is part of the financial audit trail.
Cancel Or Delete An Invoice
Cancel an invoice when the commercial document is no longer valid but its history must remain visible. Delete only when the invoice status, permissions, and business process allow removal.
COMPASS asks what should happen to each source-backed line. Keep consumed is the default and keeps the work billed off, so it cannot return to Billing. Choose Release only when the cancelled invoice did not charge for that work and it should return to Open Items for a replacement invoice. Manual lines have nothing to release.
You can review or change those choices after cancellation. If released work has already been used on another invoice, COMPASS keeps the current commercial record and prevents it from being taken back.
Before cancelling or deleting, complete any required action in the external accounting process. COMPASS cannot create a credit note or reverse an external posting by itself.