What do the invoice statuses in Barti mean?
Quick answer: Barti invoices use four statuses: Pending, Paid, Collections, and Void. Pending and Paid are set automatically from the invoice balance and can't be held manually. Collections and Void are set by you and stay until you change them.
Who this is for: All Barti users
Before you start, you'll need:
Access to Billing → Invoices
The four statuses
Pending — The invoice still has an outstanding balance. This is the normal state for any invoice that hasn't been paid in full. Shown in blue.
Paid — The invoice has at least one charge and its balance has reached zero or less. Shown in green.
Collections — You've sent the invoice to collections. Shown in red.
Void — You've voided the invoice. Shown in red.
There's no separate status for a partially paid invoice. An invoice that's received some payment but still carries a balance stays Pending until the balance reaches zero.
Which statuses Barti controls, and which you control
This is the most important thing to understand about invoice status.
Pending and Paid are automatic. Barti recalculates them from the invoice balance every time the invoice is saved. You can pick Mark as Paid or Mark as Pending from the invoice menu, but the choice doesn't stick on its own — the balance decides the result:
An invoice with a remaining balance resolves to Pending, even if you just marked it Paid.
An invoice whose balance reaches zero resolves to Paid on its own, without anyone marking it.
Collections and Void are manual and sticky. Once you set either one, Barti keeps it regardless of the balance. A Void invoice stays Void whether it has a balance or not. To move an invoice out of Collections or Void, set it back with Mark as Pending or Mark as Paid.
Changing an invoice's status
Open the invoice from Billing → Invoices.
Click the three-dot menu in the top-right corner of the invoice.
Choose Mark as Pending, Mark as Paid, Void Invoice, or Collections.
The option matching the invoice's current status is hidden, so you'll see three of the four choices at any time.
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What you'll see when it works
The status badge next to the invoice number updates, and the invoice's status in the Billing → Invoices list changes to match. You can filter that list by status, including Collections.
Troubleshooting
Why did my invoice go back to Pending after I marked it Paid?
Because the invoice still has an outstanding balance. Paid is calculated from the balance rather than stored from your selection, so marking an invoice with a balance as Paid has no lasting effect. Post the remaining payment, write off the balance with an adjustment, or apply a credit — once the balance reaches zero, the invoice becomes Paid on its own.
Why is my zero-balance invoice still showing Pending?
An invoice needs at least one charge to qualify as Paid. An invoice with no charges at all sits at a zero balance but stays Pending. Add the charges the invoice should contain.
Why is Void Invoice greyed out?
Invoices with payments or claims already associated with them can't be voided, and the option is disabled with that explanation. Remove or refund the payments and detach the claim first, or use Collections or an adjustment instead if the invoice needs to stay on record.
An invoice I sent to collections is showing a different status now.
Collections is sticky and isn't overwritten by the balance, so this means the status was changed on the invoice itself. Check the invoice history, which records status and payment events, to see what changed.
Can I add my own invoice status?
No. The four statuses are fixed and can't be renamed or extended.
I don't see a refund option in this menu — where did it go?
Refunds no longer live in the top-right three-dot menu. If the invoice has a negative balance, click the three-dot menu next to the specific payment line item to process a refund. [VERIFY: Confirm the exact label of that menu option — "Refund," "Issue Refund," etc.]
I still have questions about invoice statuses.
Email [email protected] and our team can help.
Related articles
Article type: Concept / How-to Product area: Billing / Invoices Audience: All users Last reviewed: [YYYY-MM-DD by Name] Alternate phrasings (for Fin matching): - What does Pending mean on an invoice? - Why did my invoice status change by itself? - Why can't I mark this invoice as paid? - What's the difference between Void and Collections? - Why is my invoice still pending after payment? - How do I send an invoice to collections? - Is there a partially paid invoice status? - Where do I issue a refund on an invoice? -->