Some reports in ScaleXP allow you to filter invoices by “invoice status.” This can be helpful for reducing the volume of invoices and credit notes to be reviewed, for example when accruing revenue based on existing invoices, or when looking to distinguish between invoices in the accounting system and those not yet there.
The table below explains the various types of invoice status in ScaleXP and how they relate to your accounting system.
| ScaleXP Name | Xero name(s) | QuickBooks Online (QBO) name(s) | Explanation |
|---|---|---|---|
| Issued |
Approved, Sent Approved, not Sent Awaiting Payment Paid |
Saved Open Unpaid Paid |
These are invoices that have been saved and impact the accounting system.
|
| Draft |
Draft Awaiting Approval |
not applicable | In Xero it is possible to save an invoice without having it impact the general ledger. This is called Draft. An invoice generated without being Approved in Xero will be saved as draft. |
| Credit Note | Credit Note | Credit Note | This is the equivalent of an Issued Invoice, but for a credit note. In ScaleXP, it is generally treated exactly as if it were a negative sales invoice. |
| Stripe Invoice | not applicable | not applicable | This is an invoice created by the ScaleXP integration with Stripe in which no invoice is created in your accounting system. It reflects an invoice created in Stripe and replicated in ScaleXP through the integration. |
| Manual Invoice | not applicable | not applicable |
This is an invoice equivalent generated in ScaleXP.
|
| Manual Accrual | not applicable | not applicable | This is accrued revenue not associated with any invoice in ScaleXP. |
| Accrued Draft Invoice |
Draft Awaiting Approval |
not applicable | This is accrued revenue associated with a Draft invoice in Xero. It refers to only the accrued amount, not the entire invoice amount. It is effectively the same as a manual accrual until/unless the invoice becomes Issued, at which point it is auto-matched to avoid double counting the revenue. |
| Pending Invoice |
Only applicable if set up via ScaleXP Invoicing, these could be:
|
Only applicable if set up via ScaleXP Invoicing, these could be:
|
ScaleXP only imports future (pending) invoices when the ScaleXP Invoicing module is activated.
These are future invoices not yet issued.
These might exist in your accounting system as a recurring template/invoice, a draft invoice, or not at all yet. |
| Renewal | not applicable | not applicable | This is only available to CRM customers and reflects future invoices expected based on your renewal schedule. |