Sales invoices flow
In Banqup, the sales invoice lifecycle covers the full process from issuing an invoice to receiving payment. It includes creation, sending, tracking, and reconciliation steps that ensure proper documentation and payment flow.
Use the Banqup API recipes to integrate the sales flow.
Check out the document actions that can be performed on sales documents.
Happy flow
A happy flow refers to an invoice flow that ends up in full or partial payment. Note that in case of partial payment, a credit note might need to be issued.
Edge cases
Edge cases refer to flows that involve invoice issues that can interfere with payment. In some cases, the issues may be resolved and payment becomes possible.
Sales invoice statuses
General statuses
The general status is calculated based on the document, payment and delivery statuses and reflects the current state of the invoice in a manner that is most relevant to the user.
For example, if an invoice has document status Disputed and payment status Unpaid, the general status will be Disputed because this one is most relevant to the user to trigger further action.
The general statuses are the following (see tables below for definitions):
- Awaiting validation
- Disputed
- Refused
- Fully paid
- Partially paid
- Unpaid
- Won't be paid
Note that the general status dictates which actions are available on an invoice.
Document statuses
Document statuses indicate the accuracy of the document's data.
| Document status | Description | Status code |
|---|---|---|
| Awaiting validation | The document is currently undergoing automated checks for format, data accuracy, and regulatory compliance. The user's input might be needed for the system to further process the document. | AWAITING_VALIDATION |
| Validated | The document has been validated by the system and sending to the customer will be attempted. | VALIDATED |
| Draft | The document has been created in the Document Creator app, but has not been sent yet. | DRAFT |
| Fully approved | The document has been approved by the recipient and can be paid. | FULLY_APPROVED |
| Refused | The invoice recipient declines the invoice because it is incorrect and cannot be paid. | REFUSED |
| Disputed | An invoice can be disputed by the recipient if the invoice is not correct. This is a temporary refusal and more communication is needed with the sender to reach an agreement. In the end, the invoice can be refused or approved. | DISPUTED |
Payment statuses
Payment statuses represent the document's stage in the payment process.
| Payment status | Description | Status code |
|---|---|---|
| Unpaid | The document has not been paid yet. Once a full or partial payment is received, the status will change to Fully paid or Partially paid. | UNPAID |
| Partially paid | A partial payment has been received for the document. Once the remaining amount is paid, the status will change to Fully paid. | PARTIALLY_PAID |
| Fully paid | The document has been paid in full. | FULLY_PAID |
| Won't be paid | The document will not be paid because it is refused by the customer. If an agreement is reached with the customer, the invoice can be marked as resolved and it will change status to Unpaid. | WONT_BE_PAID |
Delivery statuses
Delivery statuses indicate the document's state in the sending process.
| Delivery status | Description | Status code |
|---|---|---|
| Sending & Ready to send | These are temporary statuses that appear while the system is in the process of sending the document. | SENDING; READY_TO_SEND |
| Sent | The document has been successfully sent. | SENT |
| Received | The system has received confirmation that the customer has received the document in their system. | RECEIVED |
| Delivery failed | The document could not be sent to the customer. | DELIVERY_FAILED |