ServiceTrade invoices can have many statuses. Some may be manually set by a user, while others are set after an event. This guide covers all possible states and their causes.
OK - Automatic. This status means "OK to send to accounting system", or "OK to email to customer." This is the initial status of the invoice, set when it is first saved, if created by the office. If an invoice is created in the field via the Tablet Work Authorization, it will go into "Needs Review" status.
Needs Review - Automatic. Any invoice that was created in the field goes into this status, as the office may wish to double check these before sending to accounting.
Ready - If an invoice was in Needs Review, and is then approved, it goes to "Ready". The word "Ready" only appears on the invoice itself. "Ready" is the same as "OK". You will not see "Ready" in the options when searching the invoice list. Use "OK" when searching for invoices that are "OK" to send to accounting, or "OK" to email to a customer.
Processed - Automatic. This status is set after an invoice is successfully transmitted to external accounting software via one of our built-in integrations (Quickbooks, Intaact).
Failed - Automatic. This status is set when an invoice is sent to external accounting software and fails. This status will always be accompanied by a comment which explains the reason for failure. Even if the status is not clear - the first step to resolving an invoice is to 1. Click Edit. 2. Save invoice again. 3. Attempt to submit again. If invoice continues to fail, contact ServiceTrade Support by opening a ticket.
Sent - Manual or Automatic. May be set manually. Is set automatically if the user emails an invoice from ServiceTrade. This is also uncommon, as we offer a pro-forma invoice only. External accounting software will offer significantly more options for configuring the appearance of invoices.
Paid - Manual. This status can be used to represent paid invoices. Since Accounts Receivable is not handled in ServiceTrade - this is not normally used.
Void - Manual. This status is used for invoices to ignore. Consider adding a comment also for clarify.
Pending Accounting System - Automatic. The invoice has been transmitted to external accounting software, but has not yet ben processed. Server load or server settings (on the part of external accounting) is the reason for this status. Checking back later is the best bet. If you have an invoice stuck in "Pending Accounting", please see this article for next steps.