Invoice status

Glossary

Invoice status shows where a vendor invoice sits in the AP workflow, from receipt and coding through approval, payment, and reconciliation.

Definition

Invoice status is the label that shows where a vendor invoice is in the payables workflow, such as received, coding required, pending approval, approved, scheduled for payment, paid, or reconciled. It can also flag exceptions such as disputes, holds, rejections, matching issues, or missing coding. In some workflows, a primary status shows the current stage while a secondary status adds context about actions or exceptions.

Example

A landscaping invoice for a 300-unit community is marked coding required because the property and GL account are missing. Once coded, it moves to pending approval, then approved, and finally paid after the payment run is issued and recorded.

Why It Matters?

Invoice status helps operations leaders spot bottlenecks across properties, prevent late payments, answer vendor questions, and keep property financial reporting accurate. Status reporting can also show which invoices are in a filtered work queue and provide update details such as who last changed an invoice and when.

‹ Invoice Record

IR ›