Invoice Docs
Payment Status

Desko Invoice keeps invoice payment state in sync using invoice records and payment records.

Invoice statuses

StatusMeaning
DraftInvoice is created but not sent.
SentInvoice is sent and payment is pending.
Partially PaidAt least one payment is recorded but balance remains.
PaidTotal recorded payment is equal to or greater than invoice total.
OverdueDue date has passed and invoice is not fully paid.
CancelledInvoice is closed and should not accept payments.

How status changes

Status can change from:

  • Manual update on invoice overview
  • Manual selection inside invoice form
  • Payment insert/update/delete
  • Due date passing with unpaid balance
  • Settlement action

Payment records

Each payment stores:

  • Invoice ID
  • User ID
  • Amount
  • Payment date
  • Method
  • Reference
  • Notes
  • Receipt number
  • Created date

Automatic recomputation

When a payment is inserted, updated, or deleted, the invoice paid amount and status are recalculated.

Typical flow:

sent -> partially_paid -> paid

If the due date passes before full payment:

sent -> overdue

Recording partial payments

If an invoice total is ₹10,000 and the customer pays ₹4,000:

  • Paid amount becomes ₹4,000
  • Outstanding becomes ₹6,000
  • Status becomes Partially Paid

Full payment

If total recorded payments reach the invoice total:

  • Paid amount becomes invoice total or more
  • Outstanding becomes zero
  • Status becomes Paid

Deleting a payment

If a wrong payment is deleted, the invoice status and paid amount are recalculated again.

Best practices

  • Use consistent payment methods: Cash, UPI, Bank Transfer, Card, Other.
  • Add UTR/transaction ID in Reference for bank/UPI payments.
  • Use notes for manual adjustments.
  • Do not record payments against cancelled invoices.
  • Use settlement only for genuine balance adjustments.
Invoice ReminderPayment Receipt