Invoice statuses - Documentation | FikaTrade

An invoice’s status is a separate thing from its order’s status, and from whether it’s synced to Xero. This page covers invoice status only.

Statuses

Status	Meaning	How it starts	Available actions	What happens next
Draft	Created, not yet finalized	An order is approved	None visible — finalizing happens automatically, in the same step, as part of approval	Finalized (Sent)
Sent	Finalized and locked	Finalizing happens automatically right after the draft is created	Collect Payment, Mark as Paid (if eligible), Void	Paid, or Voided
Paid	Payment recorded	Payment succeeds through FikaTrade, or you select Mark as Paid	None — final	—
Voided	Cancelled	You select Void	None — final	The order reverts to Placed if it has no other finalized invoice, so you can invoice it again

In practice, because finalizing happens automatically as part of order approval, you’ll rarely see an invoice sit in Draft — by the time you look at it, it’s usually already Sent.

Invoice status vs. order status vs. Xero

These are three separate things, and none of them stand in for the others:

Order status (Placed, Accepted, and so on) — see Order statuses.
Invoice status (this page) — tracks the invoice itself, independently of payment.
Whether the invoice is in Xero — a Xero-connected invoice has its own separate life in Xero once created; see Sync invoices with Xero for what that does and doesn’t mean.