Setup
You will need the Billing module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].
You will also need the following permissions in your security group: Can view invoices and credit notes.
Click here to learn about permissions and security groups.
Invoice Statuses
The invoice starts in Draft status, allowing line items to be added, removed, or edited. This is the only status where changes can be made within the workspace.
The invoice is updated to Deleted status if removed in the accounting partner. For draft invoices, click Update, then Delete > Confirm Delete to move into the Deleted status.
Deleted invoices are hidden from the invoices page by default but remain accessible and included in the task process history.
The invoice transitions to the Authorised status when it is pushed to the accounting partner. This corresponds to the Authorised status in Xero, the Open status in MYOB, or a non-zero balance in QuickBooks.
The invoice is marked as Paid when payment status syncs from the accounting partner: Paid in Xero, Closed in MYOB, or a zero balance in QuickBooks.
The invoice is marked as Voided by syncing the information from the accounting partner: Voided in Xero and Quickbooks.
Understanding Invoice Status Updates in Uptick
This section outlines how invoice statuses are updated in Uptick when integrated with a cloud-based accounting partner (etc. Xero, MYOB, QuickBooks Online) or a non-cloud integration.
Cloud-based Accounting Partner
Invoice statuses are designed to update automatically to reflect their real-world status, such as being paid. This automation relies on a connection with your accounting partner.
Overnight Sync: By default, Uptick performs an overnight sync with your accounting partner. When an invoice is paid in your accounting software (e.g., Xero, MYOB), its status will automatically update from "Authorised" to "Paid" in Uptick during this nightly process. For the automatic sync to function correctly, the following conditions must be met:
Invoice Sync Must Be Enabled: In your accounting integration settings, the "Sync Invoices" option must be turned on (e.g., set to "Update Only" or "Create and Update"). If this setting is "Off," the payment status will not sync back to Uptick automatically.
Invoice Must Be Pushed from Uptick: The sync process works for invoices that were originally created in Uptick and then pushed to the accounting partner. This initial push establishes the link (Partner UID) between the invoice in both systems and this partner UID should not be changed. Once pushed, the accounting system becomes the "source of truth" for that invoice's status.
Non-Cloud Accounting Partners: If you are using a non-cloud accounting partner, there is no automatic way for an invoice to be marked as "Paid" in Uptick, as the system cannot receive payment information. The status will change from "Draft" to "Authorised" when dispatched, but will not update further without manual intervention via the API or other means.
Retroactive Updates: Turning on the invoice sync setting enables automatic syncing for all invoices pushed from that point forward. It does not retroactively update the status of invoices that were pushed while the sync was turned off. These older invoices must be updated via a manual sync.
Manual Syncing: If you need to update an invoice's status immediately without waiting for the overnight sync, you can trigger a manual sync.
Sync Failures: Syncing can sometimes fail due to timeouts or service issues with the accounting partner (e.g., MYOB Business). If you notice statuses are not updating, a manual full sync may resolve these discrepancies.
Manual Status Changes: It is not possible to manually change an invoice's status to "Paid" within Uptick's interface. The status must be updated via the sync process from the accounting partner.
Non-Cloud Accounting Integrations
For organisations using non-cloud accounting partners, the invoice status workflow operates differently:
Limited Status Updates: Invoices will progress from "Draft" to "Authorised" when dispatched from Uptick, but cannot automatically update to "Paid" status. This is because non-cloud systems cannot communicate payment information back to Uptick in real-time.
No Automatic Payment Sync: Unlike cloud-based integrations, there is no overnight sync process that can detect when invoices have been paid in the accounting system.
Manual Workarounds: To update invoice statuses to "Paid" with non-cloud integrations, organisations typically need to:
Use Uptick's API to programmatically update invoice statuses
Accept that invoice payment status tracking will be limited within Uptick
Use extra fields to track payment against the invoice manually