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The life cycle of an invoice refers to the stages that an invoice goes through from its creation to final payment. It includes several steps, from the initial agreement between buyer and seller to the closure of the transaction once payment is made. This guide helps you understand the typical life cycle of an invoice in Zenskar.

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Life cycle of an invoice

The following is a state diagram of an invoice in Zenskar.

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What is a state diagram?

A state diagram, also known as a state machine diagram or state chart, is a visual representation used to model the various states an object or system can be in and how it transitions between those states.In this document, the object we are dealing with is an invoice.
Draft: A newly generated invoice is a preliminary version that is open to modifications. Approved: Once you have reviewed the draft invoice and confirmed that the details are accurate, it can be approved by clicking the Approve invoice button.
Once a draft invoice is approved, it becomes a formal record of a transaction between you and your customer. Relevant accounting entries are created. Unlike a draft invoice, an approved invoice cannot be edited. Any adjustments can be made only by issuing credit notes.
Partially paid: When customers make a partial payment on an approved invoice, it moves to this state. Paid: When customers make full payment on an approved invoice. An invoice can reach this state through one full payment or multiple partial payments that sum to the due amount. Void: If a full refund is required, credit notes equal to the refund amount must be issued. An approved, partially paid, or paid invoice moves to void as a result. Partial refunds also require credit notes, but the invoice state remains unchanged.

Credit notes

Issue full or partial refunds against approved invoices.

Generating invoices

How automatic and on-demand invoice generation works.

Edit an invoice

Make changes to a draft invoice before approval.