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Invoice Statuses

Updated over 2 months ago

In this article, we’ll explore the different invoice statuses available in Pooltrackr and explain how and when you can update payment records to keep your invoicing workflow up to date.

Invoice Statuses

Understanding what each invoice status means is essential in maintaining clear financial records. Here's a breakdown of each status available in Pooltrackr:

  1. Sent – The invoice has been sent to the client and is awaiting payment.

  2. Unsent – The invoice has been created but not yet sent to the client.

  3. Paid – The invoice has been marked as fully paid. No further action is needed.

  4. Unpaid – The invoice has not been paid yet, but is still within the timeframe defined by your trading terms. It’s considered current and not yet overdue.

  5. Entered – The invoice has been manually recorded into the system and is part of your accounting records.

  6. Not Entered – The invoice has been created but has not yet been officially logged into the accounting system.

  7. Batch – The invoice is ready to be grouped as part of a batched invoice.

  8. Batched – The invoice has already been included in a batch.

  9. Overdue – The invoice has not been paid and is now past the number of days specified in your trading terms and may require a follow-up depending on your workflow.

How to Mark an Invoice as Paid or Unpaid in Pooltrackr


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Pooltrackr allows you to manually mark invoices as paid or unpaid, but this feature is only available if your account is not integrated with Lightspeed.

If you have an existing Lightspeed integration and you need to mark an invoice as paid or unpaid, please contact support@pooltrackr.com.


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  1. Go to Operations and click Invoices, then select Invoices List.
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  2. Use the search bar or filters (Status, Type, Contact Tags, Date Range) to locate the invoice you wish to update.
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  3. On the right side of the invoice row, click the three-line (hamburger) icon to open the Actions menu.
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  4. Choose the invoice status option
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    - Select the Mark invoice as paid option to update the invoice to paid status.
    - If the invoice is already marked as paid, you’ll see the option to Mark invoice as unpaid.

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