Nagaris tracks each invoice's status and payment activity. This article explains the statuses, badges, and what you see on an invoice's page.
The previous Invoices list has been replaced by the Payments page in the Billing group. Open invoices from a client (Billing tab) or from the Invoice links on the Payments page.
Every invoice has one status:
Draft: invoice has not been sent to the client.
Sent: invoice has been sent and is awaiting payment.
Pending: invoice is pending payment processing.
Paid: invoice has been fully paid.
Partially Paid: invoice has been partially paid.
Overdue: invoice is past its due date and unpaid.
Cancelled: invoice has been cancelled.
Refunded: an earlier payment was refunded.
The Payment badge on an invoice shows live payment activity, with the payment method underneath where known:
Draft or Unpaid: no payment activity yet.
Pending: a payment is being processed.
Scheduled (date): a payment is queued for a future date.
Retrying (n/3): a payment failed and an automatic retry is under way.
Retry scheduled (date): a retry is queued for the date shown.
Paid: fully paid. A partially covered invoice shows Paid with the paid and total amounts.
Paid (external): marked paid from a payment recorded outside Nagaris. Hover the badge to see the note.
Payment Method Requested: the client has been sent a secure link to add payment details.
Failed: the latest payment failed. Hover the badge to see the reason.
Click an invoice number to open its page. It shows:
Invoice Details: number, status (with a help tooltip), client, invoice date, due date, sent and paid dates, the Retry failed payments switch (shown once the invoice is no longer a draft) and, for synced invoices, a View in Xero link.
Line Items: description, quantity, unit price, tax, discount and line total.
Financial Information: Total Amount, Paid Amount, Remaining Balance and a payment progress bar.
Payment History: the payment journey for the invoice (see below). A Request Refund button appears once a completed payment exists.
Activity: a chronological log. An Invoice Sent entry is recorded each time the invoice email is dispatched, showing who it was sent to and the from address. Who gets credit for you seurself a copy of the e tme againstend your own address. If notdes hapends on how it happened:
Sent by a team member: shows by, followed by their name.
Sent automatically, for example because Email invoices to clients is switched on and the invoice's PDF just finished generating: shows Sent automatically, plus raised by and the name of whoever created the invoice, when that's known.
Older entries recorded before sends were attributed to anyone show neither line, since who sent them was never captured.
If nothing has happened yet you will see No activity yet. Events such as emails sent will appear here.
Header buttons include Edit Draft (drafts only), Collect, Retry, Record External Payment, Download PDF, Email to Client and Delete (only while the invoice has no payment transactions).
When a payment completes, the client gets a payment confirmation for that transaction. That confirmation is a receipt: it proves the charge went through, but it isn't a tax invoice and doesn't show the GST breakdown, line items or your firm's ABN the way an invoice does.
The tax invoice is the invoice document itself, generated from your firm's Xero branding theme and organisation details (see Organisation settings: practice details, branding, tax agent and name formats). It's the same document whether or not Nagaris collected the payment; for auto-collected payments, the branding theme is just worded to confirm the payment is already taken care of instead of asking the client to pay.
If a client asks for a tax invoice after only seeing a receipt or payment confirmation:
Open the invoice from the client's Billing tab or the Payments page.
Click Download PDF to save a copy, or Email to Client to resend the invoice itself to their contact.
The Payment History panel summarises where the payment is up to:
Paid or Paid (external): the invoice has been fully paid.
Partially Paid: part of the total has been received.
Scheduled: payment is scheduled for a future date.
In Progress: payment is being processed, with an expected payout date.
Retry Scheduled or Retrying: a previous attempt failed and a retry is queued or running.
Action Required: a payment attempt failed. Review and take action.
No Payments Yet: the invoice has been sent but no payment has been initiated.
Below the hero, a timeline lists each step, such as Invoice Created, Payment Scheduled, Payment Initiated, Payment Completed or Payment Failed (with the reason), External Payment and Invoice Paid.
You can delete an invoice only while it has no payment transactions. Deleting cannot be undone. If it has synced to Xero, you will be reminded to void or delete it in Xero as well.
To see when funds will arrive, check the Payouts page. While a payment is in progress, the invoice shows an expected payout date in Payment History.
