Invoice status

Track where each invoice stands, from Draft to Paid, and what each status means for your books.

Each Kick invoice has a status that shows where it is in its life: still being created, waiting for payment, paid, written off, or canceled. The status controls what you can change on the invoice and, if the entity has an Accrual ledger, what Kick posts to your books.

Statuses

Status	Meaning
Draft	Still being created. Not sent, and nothing is posted to your books.
Open	Issued and waiting for payment.
Paid	Paid in full.
Uncollectible	Written off as bad debt. You don't expect to be paid.
Void	Canceled. Void is final.

In the invoice drawer, Kick also shows more specific labels:

• Scheduled. A draft set to send at a later time.
• Sent. An Open invoice that was emailed to the customer.
• Overdue. An Open invoice that's past its due date.

Change an invoice's status

Draft to Open

An invoice moves from Draft to Open when you do any of these:

• click Create only during invoice creation,
• send it with Review & send email, or
• change Status to Open in the invoice details.

An invoice requires a customer before it can leave Draft.

→ Create a Kick invoice

Change the status manually

1. On the Invoicing tab, click the invoice to open its details.
2. Open the Status dropdown and select the new status.

If a change isn't allowed, that status is grayed out. Hover over it to see why.

From	Can move to
Draft	Open
Open	Paid, Uncollectible, Void
Paid	Open
Uncollectible	Paid, Void
Void	Nothing. Void is final.

An invoice can never go back to Draft. To change an invoice after it's issued, revise it (see below).

Mark as Paid

The usual way to mark an invoice Paid is to match it to the customer's payment. When a payment from a bank account or Stripe matches the invoice, the invoice moves to Paid automatically.

→ Reconcile A/R

If the payment isn't in a connected account, for example a cash payment, you can record it:

1. Manually change Status from Open to Paid.
2. Edit the paid date and add a description for the payment.
3. Click Mark as paid.

Kick creates a cash transaction for the payment and matches it to the invoice.

Reopen a Paid invoice

Change Status to Open. If the invoice was paid through a matched payment, unmatch the payment first. The invoice then goes back to Open.

Mark as Uncollectible

1. Change Status to Uncollectible.
2. Choose the Uncollectible date. It can't be earlier than the invoice date.
3. Click Confirm.

If the customer pays later, you can still match the payment to the invoice or manually change its status to Paid.

Mark as Void

1. Change Status to Void.
2. Choose the Void date. It can't be earlier than the invoice date.
3. Click Confirm.

Voiding can't be undone. You can't void an invoice that has matched payments. Unmatch them first.

Change several invoices at once

Select multiple invoices on the Invoicing tab and open the bulk actions to Mark void or Mark uncollectible. Kick asks for a date, then updates each eligible invoice.

Revise an Open invoice

You can't edit an Open invoice directly. To correct one, revise it:

1. Open the invoice, click the three dots, and click Revise invoice.
2. Choose the Void date for the original invoice.
3. Click Create revision.

Kick voids the original and creates a new draft with the same details and the next invoice number. Make your changes, then create or send the new invoice.

What's available in each status

	Draft	Open	Paid	Uncollectible	Void
Edit invoice content (customer, items, notes, design, email)	✓
Revise invoice		✓
Send again		✓
Change due date	✓	✓	✓	✓
Change class and accounts on line items	✓	✓	✓	✓
Attach documents	✓	✓	✓	✓
Edit memo	✓	✓	✓	✓	✓
Change status	✓	✓	✓	✓
View journal entries		✓	✓	✓	✓
Delete	✓

These are available in every status:

• Download PDF. Once an invoice is Open, the drawer shows the PDF instead of the editor.
• Duplicate invoice.
• Save as template.
• Copy payment link, when the invoice has a payment account.

View journal entries requires an Accrual ledger.

Journal entries by status

Kick posts journal entries for invoices only when the entity has the Accrual ledger enabled (Plus and Advanced). Without it, invoices don't post anything, and income is recorded when the customer's payment arrives in your bank account.

Status	What Kick posts	Date
Draft	Nothing.
Open	Debit Accounts Receivable. Credit each line's income account. Tax, discount, and deposit post to their own accounts.	Invoice date
Paid, by a matched payment	The invoice's entries stay the same. The matched payment debits the bank or Stripe account and credits Accounts Receivable.	Payment date
Paid, without a matched payment	Debit Cash on Hand, credit Accounts Receivable.	Paid date
Uncollectible	Debit Bad Debt Expense, credit Accounts Receivable, for the unpaid balance.	Uncollectible date
Void	Reverses the Open entry: debit the income accounts, credit Accounts Receivable.	Void date

Each line item can use its own Receivables account if you set one.

When you change status, Kick updates the entries to match:

• Paid to Open removes the payment entry.
• Uncollectible to Paid removes the write-off and posts the payment.
• Uncollectible to Void removes the write-off and posts the reversal.

If the invoice date is in a locked period, Kick doesn't change its Open entries. Write-off and void entries still post if their own dates are in an open period.

Related articles

• Create a Kick invoice
• Set up payments
• Reconcile A/R
• Invoicing