Why did my invoice status change back to Pending after I marked it Paid?
Who this is for: All Barti Users
Quick answer
Because the invoice still has an outstanding balance. Barti calculates Paid and Pending from the invoice balance rather than storing what you selected, so marking an invoice with a balance as Paid has no lasting effect. Clear the balance and the invoice becomes Paid on its own.
Why this happens
Paid and Pending are not stored choices in Barti — they are recalculated from the invoice's balance every time the invoice is saved. The rule is:
Balance above zero, or no charges on the invoice → Pending
At least one charge and balance at zero or below → Paid
So Mark as Paid does not hold an invoice open at Paid while money is still owed, and you do not need to mark a fully paid invoice as Paid — it changes on its own once the balance clears.
Collections and Void behave differently. Those two are stored exactly as you set them and are never overwritten by the balance.
How to actually get the invoice to Paid
Bring the remaining balance to zero using whichever of these fits:
Post the outstanding payment. Open the invoice and record the patient or insurance payment for the amount still owed.
Write off the remainder. Add an adjustment on the charge for the amount you are not collecting.
Apply an available credit. If the patient has a credit on file, apply it to the invoice.
The status updates to Paid as soon as the balance reaches zero.
What you'll see when it works
The invoice balance reads zero, and the status badge next to the invoice number changes to Paid in green without any further action.
Troubleshooting
The balance looks like zero but the invoice is still Pending.
An invoice must have at least one charge to be considered Paid. An invoice with no charges rests at a zero balance but stays Pending. Confirm the charges are on the invoice.
The balance is off by a small amount.
Check for an unapplied adjustment or a rounding difference on an individual charge line. The invoice status follows the invoice's total balance, so any remaining cents keep it at Pending.
Insurance paid its portion but the invoice is still Pending.
That is expected while patient responsibility remains. The invoice reaches Paid only when the full balance across insurance and patient responsibility is settled.
I need the invoice to stop showing as owed, but I can't collect it.
Write off the balance with an adjustment so the invoice resolves to Paid, or set the invoice to Collections if you are pursuing it. Void is only available on invoices with no payments or claims attached.
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