Understand invoice statuses and external synchronization

Invoice statuses

Draft: still being prepared or reviewed internally.
Pending: awaiting approval, delivery, payment, or another company-defined step.
Approved: accepted for the next billing or payment workflow.
Paid: settled according to the company's records.
Overdue: unpaid after the due date or otherwise flagged for follow-up.

The status is editable from the invoice form and row menu. TimeSentry does not replace your company's accounting controls, so define who is allowed to move invoices between statuses.

Change a status

Open the invoice row menu and select the new status. Verify the recipient, amount, invoice number, period, and due date first. Marking an invoice Paid changes its workflow classification; it does not by itself prove that funds reached a bank account.

Synchronize an invoice

If QuickBooks or Stripe is connected and available for the invoice, choose the synchronization action and service. Wait for confirmation before repeating the action. A successfully synchronized invoice can include a link to its external-system record.

Do not create the same invoice manually in both systems while a sync is pending. If the result is uncertain, check the destination system and the TimeSentry invoice row before retrying.

Resolve a sync problem

Confirm the active company, integration authorization, recipient mapping, project, dates, invoice number, line items, and supported status. Record the error and destination service before escalating.