How invoicing works
What each invoice status means, from Draft to Paid, and how an invoice moves between them when you send it and your client pays.
An invoice in Moodiri is a bill for one project and one client. You build it from your fees, the project's products, expenses and logged time, send it with a payment link, and Moodiri tracks it until it is paid. The status tells you, at a glance, where each invoice stands.
The life of an invoice
- Draft. You create the invoice and work on it privately. Its PDF is watermarked as a draft, and your client sees nothing yet.
- Sent. You choose Send invoice. The invoice is issued, dated, and emailed to your client with a link to pay online.
- Viewed. Your client opens the invoice. You can see when in the invoice's Timeline.
- Paid. The balance reaches zero: your client paid online, you recorded a payment, or you applied client credit or a retainer.
If the due date passes before then, the invoice becomes Overdue.
Statuses
| Status | What it means |
|---|---|
| Draft | Not sent yet. Only your team can see it, and you can still edit or delete it. |
| Sent | Issued and emailed to your client. Waiting for payment. |
| Viewed | Your client has opened the invoice. Visits by your team do not count. |
| Paid | Nothing is left to pay. |
| Overdue | The due date has passed and a balance remains. Your team is notified. |
| Void | Cancelled. Your client can no longer pay it, and it cannot be undone. |
| Corrected | Items on this paid invoice were refunded, so a replacement invoice now takes its place. The corrected one is kept as a read-only record. |
| Payment processing | Your client paid by bank transfer (ACH) and the money is still settling, which takes 3-5 business days. No follow-up is needed. |
| Correction processing | An item refund on this invoice is being completed. |
Payment processing and Correction processing are temporary. When the payment or correction finishes, the invoice shows its regular status again.
How money reaches an invoice
- Online payment. Your client pays by card, bank transfer or Apple Pay from the invoice link, through your connected Stripe account. See Pay an invoice for what they see.
- Recorded payment. Checks, Zelle, wires and other money you received outside Moodiri. See Record a manual payment.
- Client credit. Money a client paid above an earlier balance. See Overpayments and client credit.
- Retainer. Funds collected up front. See Apply a retainer to an invoice.
Who can do what
Everyone on your team can open the invoices list and individual invoices. Creating, sending, recording payments, applying credit, voiding and refunding are for the owner and admins.
Before your first invoice
Connect Stripe so clients can pay online. Until Stripe is connected, Moodiri shows Connect to Stripe instead of the invoice builder. See Before you start: connect Stripe.
Questions
Does Moodiri chase late payers for me?
No. When an invoice passes its due date it turns Overdue and your team is notified, but your client gets no automatic email. Choose Send reminder on the invoice when you want to nudge them.
Can I change an invoice after it is sent?
Only drafts can be edited. To change a sent invoice that has no payments or credit on it, choose Void & Duplicate to cancel it and start a new draft with the same details.
Does opening the payment link myself mark the invoice as viewed?
No. Only your client's visits count. Opening the link while signed in as a designer leaves the status unchanged.