Skip to main content

​
Overview

An invoice is a receivable a company sends to a customer for goods or services that haven’t been paid for yet — typically because the sale was on credit. Integrate Tesouro’s API into your software to automate accounts receivable for your business customers:
  • Create and send invoices in fewer steps.
  • Automate payment reminders and overdue reminders.
  • Give your customers real-time visibility into what they owe and what’s due next.

​
Invoice statuses

Outgoing invoices move through several statuses from creation to payment. Each organization controls its own invoice workflow. Assign roles through the user hierarchy to scope which employees can access which invoices.
Invoice lifecycle

​
Draft

All newly created invoices have the draft status. A draft invoice hasn’t been finalized or issued, and can be edited at any time. Draft invoices are the only ones that can be deleted.

​
Issuing

An invoice enters this status when you submit it to an e-invoicing network. If the e-invoice sends successfully, the status becomes issued; otherwise it becomes failed.

​
Failed

This status indicates an error from an e-invoicing network. E-invoices that failed to send can’t be resent. This is a final status.

​
Issued

The invoice has been finalized and sent to the counterpart. If e-invoicing is enabled, this means the invoice was successfully delivered via the e-invoicing network. Issued invoices can’t be edited or deleted — only canceled.

​
Recurring

When configuring recurring invoices, the recurring status is assigned to the base invoice from which the recurring invoices will be generated. The recurring invoices themselves go through the normal receivable lifecycle (such as draft → issued → paid). Even if the recurrence ends or is canceled, the base invoice remains with the recurring status. The paid status indicates that the customer has fully paid the invoice and the organization has received the funds on its bank account. This is the final state of an invoice. An invoice can reach the paid status in several ways: If the organization setting generate_paid_invoice_pdf is true, once an invoice becomes paid its PDF version is automatically updated to reflect the paid status:
  • organization bank account details for payments are removed,
  • the payment amount block displays two additional lines:

​
Partially paid

An invoice gets this status when a partial payment is recorded for this invoice. The counterpart will continue receiving payment reminders (if they are configured) until the invoice is paid in full. If the counterpart pays the remaining amount by the due date, the invoice status is changed to paid. Issuing a credit note for the remaining amount also marks the invoice as paid. Partially paid invoices can’t be canceled or deleted, but can become overdue if not fully paid by the due date.
A partially paid invoice that is overdue has the overdue status rather than partially_paid.
If the organization setting generate_paid_invoice_pdf is true, the totals block in the PDF invoice includes a list of all payments made and credit notes applied, for example:

​
Overdue

The counterpart hasn’t paid the invoice in full by the due date. Depending on the commercial terms, the counterpart may or may not be able to make further payments against the invoice. Send overdue reminders if needed. If the counterpart pays an overdue invoice in full, the invoice status becomes paid. An overdue invoice can’t be deleted, but you can cancel it or mark it as uncollectible to write it off.

​
Canceled

An organization can cancel an invoice — for example, if it contains incorrect information or was issued by mistake. Only issued and overdue invoices that haven’t been fully paid can be canceled. A partially paid invoice can be canceled if it’s overdue. The counterpart can’t make payments toward a canceled invoice. Depending on the organization settings, canceling an invoice can automatically issue a credit note for the remaining invoice amount. Canceled invoices can’t be deleted and remain in the system for accounting purposes. This is a final status. For more information, see Cancel an invoice.

​
Deleted

Only draft invoices can be deleted. Once deleted, they can’t be accessed. For more information, see Delete an invoice.

​
Uncollectible

The counterpart is unlikely to pay this invoice. The difference from canceled: an uncollectible invoice still carries a legal claim on the counterpart. It’s also the final state after a debt collection agency couldn’t retrieve the funds. For bookkeeping, this is a write-off with tax implications. For more information, see Mark an invoice as uncollectible.