Every invoice processed through Accounts Payable moves through a set of stages, shown as tabs at the top of the Bills screen. Each stage tells you exactly what's happening with an invoice and what needs to happen next. This overview covers what each stage means, from initial coding through to payment.
How It Works
- All: Shows every invoice, no matter which stage it's in.
- Coding Required: Invoices Weel is still extracting details from, missing required fields, or returned by an approver with requested changes; complete and resubmit to move on to Approval Required.
- Approval Required: Invoices waiting on an approver's decision, including any invoice whose batch payment is still awaiting its own approval.
- Ready to pay (shown only if your business has Batch Payments enabled): Approved invoices with no payment date set yet. Pay one on its own or add it to a batch.
- Scheduled: Approved invoices locked in for payment, either on a future date or queued to pay imminently.
- Failed: Invoices where the payment attempt didn't go through. Hover over the status for the reason.
- Paid: Invoices that have been paid, including ones still clearing with the bank and those that have fully settled.
- Archive: Invoices an approver has declined outright, kept as a record. This differs from a change request, which returns to Coding Required instead.
Good to know
- The Ready to pay tab only appears if your business has Batch Payments enabled.
- Pending invoices don't have their own tab. They're grouped inside Paid, alongside invoices that have fully settled.