Invoice statuses explained: draft, sent, paid, void — and what "overdue" really means

The six states

Draft — exists only for you. No number, no PDF, nothing owed, nothing the tenant can see. Delete it freely. Sent — numbered, delivered, owed, due on a date. Partly paid — a payment smaller than the total is recorded; the open amount is the total minus payments. Overdue — the due date has passed and the open amount is above zero. Paid — the open amount is zero. Void — cancelled after sending; the number is kept and the PDF is stamped.

What you press

Send takes a draft to Sent. Void takes anything sent to Void. That is all. Every other transition is computed from two facts: the due date and the payments recorded against the invoice. Record a payment and the status follows; let a date pass and the status follows.

What "overdue" means — and does not

It means the due date passed and money is still open. It does not mean a reminder was sent, a penalty was added, or anyone was told. Those are separate, deliberate actions on the chase list, each recorded. An invoice can be overdue for a day because a tenant pays on the 6th every month; the status is a fact, not an accusation.

Partial payments

Two payments of ₱10,000 and ₱8,500 against ₱18,500 leave the invoice Paid. One payment of ₱10,000 leaves it Partly paid until the due date, then Overdue with ₱8,500 open. The chase list shows the open amount, not the total. An overpayment — ₱20,000 against ₱18,500 — marks the invoice Paid and puts ₱1,500 credit on the client, which the next invoice offers to apply.