After you submit an invoice, its status tells you where it is and what you can still change. This article explains each status, how to fix, delete or resubmit an invoice, and who to contact, so a mistake doesn't hold up your payment.

Your client may use a different name for invoices, such as Payments.

TABLE OF CONTENTS

Check that your invoice was submitted

  1. Click Invoices in the left menu.
  2. Find your invoice in the list.

If the invoice is in the list with the status New, it's submitted and waiting for your client to review it. There is no separate send step after you save it.

Some invoices are created for you:

  • Your client created the invoice for you. It's already submitted, and you don't need to do anything else.
  • The invoice was created from an approved timesheet. It's also already submitted.

In both cases, make sure your bank details and tax information are complete so your client can pay you.

What each status means

StatusWhat it meansWhat you can doWho to contact
NewYour client hasn't reviewed it yet.Edit or delete it, if you created it.Your client
ApprovedYour client approved it for payment.You can't change it. Ask your client to reject it if something is wrong.Your client
ScheduledIt's set to be paid in an upcoming payrun.Nothing. Payment is on its way through the process.Worksuite Support
ProcessingIt's being paid in the current payrun.Nothing.Worksuite Support
In-FlightThe money has been sent and is on its way to your bank.Nothing. Allow a few business days for it to arrive.Worksuite Support
PaidYour client marked it paid, or it was set to Paid when the money was expected to reach you.If you haven't received the money, see the related articles below.Worksuite Support if your client uses Global Pay. Otherwise, your client.
RejectedYour client rejected it. They may have added a reason.Read the reason, then edit and resubmit it or create a new invoice.Your client

Scheduled, Processing and In-Flight only appear when your client pays you through Worksuite Global Pay. Paid is based on when the payment should arrive. It isn't a confirmation from your bank, so you may see Paid a little before the money lands.

Edit or delete an invoice that's still New

  1. Click Invoices in the left menu.
  2. Open the actions menu at the right of the invoice.
  3. Click Edit to change the details, then save your changes. Or click Delete, then click Yes, delete.

An edited invoice stays New and your client sees the updated version. A deleted invoice disappears from your list. Delete it when you've sent the same invoice twice.

You can edit or delete only invoices you created yourself, unless your client allows you to change theirs. You can't delete an invoice that was created from a timesheet or a Contract, or one that includes expenses. If your client created the invoice, ask them to change it.

Once an invoice is Approved or later, you can't edit or delete it. Message your client and ask them to reject it.

Fix an invoice sent to the wrong Task or with the wrong file

If the invoice is still New:

  1. Delete the invoice.
  2. Create a new invoice under the correct Task, with the correct file attached.

If the invoice is already Approved:

  1. Message the Task manager from the Task's messages and ask them to reject the invoice.
  2. When it shows Rejected, create a new invoice under the correct Task.
  3. (Optional) Delete the rejected invoice so your list stays clear.

If your invoice was rejected

Your client rejects invoices, not Worksuite.

  1. Open the invoice. If your client added a reason, you'll see it after Rejection reason.
  2. To fix the invoice, open the actions menu and click Edit. Make your changes and save.

The invoice goes back to New, and your client reviews it again. Payment then follows your client's usual approval and payment schedule.

If your client asked for a new invoice instead, create one and delete the rejected one.

If the reason says "duplicate", check your list for a second copy of the same invoice. If you only sent it once, or you don't understand the reason, message your client. Sometimes the work was invoiced another way and you don't need to resubmit. Your client can confirm this.

Edit an invoice on your phone

If you can't find an invoice's actions menu on your phone, turn your phone sideways or use a computer.

Timesheets and completed Tasks

  • Timesheets: some clients create an invoice for you when they approve your timesheet. Others expect you to create the invoice yourself. After your timesheet is approved, check Invoices. If no invoice appears, ask your Task manager which way your client works.
  • Completed Tasks: a "Task completed" email doesn't mean you've been paid. Create an invoice for the completed Task, unless your client creates invoices for you.

Who to contact

  • New, Approved or Rejected invoices: message your client from the Task's messages.
  • Scheduled, Processing or In-Flight invoices: contact Worksuite Support. Include the invoice ID.
  • Paid invoices: contact Worksuite Support if your client uses Global Pay. Otherwise, contact your client.

Support/Resources

Still have questions about invoice statuses? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com.

For questions about your work, projects or rates, message your client from Messages in Worksuite.