Every invoice in Quipli moves through a defined set of statuses — from the moment it's created to when it's paid, past due, or voided. This article explains what each status means, how invoice timing is controlled for standard orders, and how cycle billing settings affect when invoices become payable.
ℹ️ Where to find invoices by status: Open the Collectibles tab to see all open, past due, and pending-refund invoices in one place, sorted by due date. Use this view to prioritize collections follow-up.
Invoice Statuses
Quipli uses five primary invoice statuses, plus a Pending Refund state that can appear on paid invoices.
Status | What it means |
Draft | Invoice has been created in the admin console but has not yet been sent to the customer. It is not payable online. |
Payable | Invoice is available for the customer to pay online. The order has reached the status threshold set in your Invoice Payable Order Status setting (see below). |
Paid | Customer has paid the invoice in full. |
Past Due | Invoice is payable but has not been paid by the due date. The number of days past due is shown on the Collectibles report. |
Void | Invoice has been canceled — either because the order was canceled or the invoice was manually voided (cycle billing only). |
Pending Refund
Pending Refund is a secondary state that appears on invoices that were paid in full but now carry a credit balance. This happens in three situations:
The invoice was paid in full, but the order was later canceled — bringing the contract total to $0.
The invoice was paid in full, but the order was later update — bringing the contract total to an amount less than the original total.
A manual refund line item was added to a paid invoice, creating a negative balance.
When you see Pending Refund, review the invoice and issue the refund to the customer through your normal refund process.
Controlling Invoice Timing — Standard (Non-Cycle) Orders
For standard rental orders, two settings in General Settings determine when an invoice is generated and when it becomes payable online.
Invoice Date Generation Method
This setting controls the date that appears on the invoice and when it is created:
Rental Start — Invoice date is set to the contract start date.
Rental End — Invoice date is set to the contract end date.
Completed — Invoice date is set to the date the inventory is returned and the order is marked complete.
Invoice Payable Order Status
This setting controls when the invoice transitions from Draft to Payable — meaning when it becomes accessible to the customer for online payment. Choose the order status that should trigger the invoice becoming payable:
Not Started — Invoice becomes payable as soon as the order is created (before the rental begins).
On Rent — Invoice becomes payable when the rental period begins.
Off Rent — Invoice becomes payable when the rental period ends.
Complete — Invoice becomes payable only after the order is fully completed.
📌 Tip: If you want customers to pay before equipment is delivered, use Not Started. If you bill after the job is done, use Off Rent or Complete.
Controlling Invoice Timing — Cycle Billing Orders
Cycle billing orders generate invoices on a recurring schedule rather than once per order. Three global settings in General Settings control how and when those invoices are issued.
Setting | What it controls |
Default Global Cycle Bill Length | The length of each billing cycle in days (e.g., 28 days). This defines how long each cycle runs before a new invoice is generated. |
Default Global Cycle Billing Payment Period | The payment terms for each cycle invoice (e.g., Net 30). This sets the due date relative to the invoice date. |
Default Global Cycle Invoice Day | The day within the cycle when the invoice is sent and becomes payable. Day 1 sends the invoice at the start of the cycle; Day 28 sends it on the last day. |
Cycle invoices remain in Draft status until the configured invoice day is reached. Once that day arrives, the invoice automatically transitions to Payable.
Setting the invoice day to Day 1 makes the invoice payable at the beginning of each cycle.
Setting it to Day 28 (on a 28-day cycle) makes it payable on the last day of the cycle.
The Past Due, Pending Refund, and Void statuses apply to cycle invoices in exactly the same way as standard orders.
Need Help?
Contact Quipli support ([email protected]) if you:
Have invoices stuck in Draft that should be payable but aren't transitioning automatically.
See a Pending Refund status and need help processing the refund.
Want to change your cycle billing settings and aren't sure how it will affect existing open orders.
Have invoices marked Past Due but believe they were paid — a sync issue may need investigation.