The Invoices page in the sidebar's Billing group tracks all client invoices and their payment status. This article explains the statuses, badges, filters and the invoice detail page.
Billing must be enabled for your organisation to see these features.
Every invoice has one status:
Draft – invoice has not been sent to 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 – invoice payment has been refunded.
The Payment column shows a live badge based on the invoice's payment activity, with the payment method underneath where known:
Draft / 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.
At the top of the page, four cards give a payout-focused snapshot: Arriving Today (funds arriving today, shown as cleared), Est. Tomorrow, Est. Next 7 Days and Action Required — the outstanding value of invoices with a failed payment and no retry in flight.
Below that you can combine:
Search – search invoices by number or client.
Status – multi-select any of the statuses above.
Quick filters – All, Needs Attention (failed payment, no pending retry), Processing, Retrying.
Invoice Date and Due Date period selectors.
Columns include Invoice # (with a direct link to the invoice in Xero when synced), Client, Due Date, Paid Date, Est. Payout, Amount, Xero (synced or not synced), PID and Payment. Rows have quick actions — Collect, Retry, Edit for drafts — plus a menu with Download PDF, Record external payment, Delete and the Retry failed payments switch.
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), with a Request Refund button when 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, the from address, and which team member triggered it. If nothing has happened yet you'll 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).
The Payment History panel summarises where the payment is up to:
Paid / 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 / 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 — Invoice Created, Payment Scheduled, Payment Initiated, Payment Completed or Payment Failed (with the reason), External Payment, Invoice Paid — so you can see exactly what happened and when.
Deleting an invoice is only possible while it has no payment transactions, and cannot be undone. If it has synced to Xero, you'll be reminded: This invoice has been synced to Xero. You will need to manually void or delete it in Xero.
The Est. Payout column shows Today, Tomorrow or a date — see Payouts: when the money reaches your bank account for how the estimate works.
