In Clio Manage, every invoice moves through a set of states, from draft through optional approval to unpaid and paid. The approval step lets a second firm member review an invoice before it goes to the client. Knowing the state of each invoice keeps your revenue cycle predictable and confirms that clients receive only approved invoices.
Tip: Learn how to generate invoices.
Find invoices by state
Each quick filter lists the invoices in one state. The quick filters are on the Invoices page and on the Invoices subtab of a matter or contact. The Invoices page opens on the Unpaid quick filter.
- Go to Invoices, or go to the Invoices subtab in a contact or matter.
- Click the Draft, Pending approval, Unpaid, Paid, All, or Archive quick filter. Each state is described in Understand each invoice state, below.
Understand each invoice state
The state of an invoice controls which actions are available on it. The states follow the order of the quick filters.
- Draft
An invoice enters the Draft state when you generate it manually, unless you select Skip the invoice approval process during generation. Draft invoices allow full editing and deletion. Learn how to submit or approve a draft invoice in Submit invoices for approval and approve invoices, below. Learn more about editing invoices, deleting invoices, and applying client funds to draft invoices.
- Pending approval
An invoice enters the Pending approval state when a draft invoice is submitted to another firm user for approval, or when it is generated with automated invoicing. On accounts with e-invoicing, invoices pass from Draft through Pending approval as part of e-invoice approval. Invoices pending approval allow full editing and deletion. Learn how to approve them in Submit invoices for approval and approve invoices, below, and how to edit invoices pending approval.
- Unpaid
An invoice moves to the Unpaid state after approval, or immediately after generation when you select Skip the invoice approval process. Interest invoices also start in the Unpaid state. An unpaid invoice is ready to send to the client. Editing an unpaid invoice is limited by default, and a setting in Edit Bills turns on full editing. On UK and Spanish accounts, that setting is available only if it is already turned on. Unpaid invoices are voided rather than deleted, so a full record remains. Learn more in Delete and Void Bills.
- Paid
A paid invoice has a recorded payment. Paid invoices are locked for editing. To void a paid invoice, first delete its recorded payments and remove any applied credit notes. When the remaining balance is above zero, the invoice returns to the Unpaid state.
- All
This quick filter lists every invoice in the Draft, Pending approval, Unpaid, and Paid states. Deleted and voided invoices are listed under Archive.
- Archive
This quick filter lists deleted and voided invoices.
Submit invoices for approval and approve invoices
When you generate an invoice without skipping the approval process, it enters the Draft state. Submit it to a firm user for approval to move it to Pending approval. After that firm user approves it, the invoice moves to Unpaid and is ready to send to the client.
Note: Invoice records omit the approval date and the name of the approving firm user.
- Go to Invoices, or go to the Invoices subtab in a contact or matter.
- Click the Draft quick filter.
- Click the down arrow next to Edit and select Submit for approval.
- Search for the firm members who approve the invoice.
- Click Submit for approval.
Tip: To approve a draft invoice directly, select Approve invoice instead of Submit for approval in the Edit menu.
- Go to Invoices, or go to the Invoices subtab in a contact or matter.
- Click the Pending approval quick filter.
- Click the down arrow next to Edit and select Approve invoice.
- Optional: Select the Update the issue date checkbox. This option is available when the invoice has an earlier issue date.
- Click Approve.
Track autocharge status
If you autocharge clients on a schedule, the Autocharge column tracks each scheduled or attempted charge. The column is on the Invoices page and on the Invoices subtab in a contact or matter. To add the column, click Columns above the table and select the Autocharge checkbox.
- Charged
The autocharge schedule ran and charged the contact's payment method.
- Date
The date the autocharge schedule runs. Click the information icon to review the schedule or change it, for example to pause the schedule.
- Failed
The autocharge attempt failed. Click the information icon to retry the charge.
Up next
- Generate Bills in Clio Manage: Generate invoices to send to clients.
- Edit Bills: Change invoice details or activities before an invoice reaches a locked state.
- Delete and Void Bills: Remove a draft invoice, or void an invoice you no longer need, without losing your billing record.