Understand invoice statuses
An invoice status tells you what Clerked is doing with the invoice and whether someone needs to act.
Invoice status reference
| Status | System key | What it means |
|---|---|---|
| Processing | processing | Clerked is processing the invoice. |
| Needs Password | awaiting_password | The PDF is password protected, so Clerked is waiting for a password. |
| Needs Review | pending_validation | The invoice is ready for a person to review. This is a current working status. |
| Pending Approval | pending_approval | The invoice is waiting for its approval steps to finish. |
| Approved | approved | Approval is complete, and the invoice is ready for its configured ERP export process. |
| On Hold | on_hold | Work on the invoice is paused. |
| Cancelled | cancelled | The invoice was cancelled and will not continue through the workflow. |
| Blocked | awaiting_admission | Clerked stopped the invoice before normal processing could begin. |
| Terminated | admission_rejected | Processing was ended by an operator, and the invoice remains in Clerked for audit history. |
The Invoice Status filter on the Invoices page uses these display labels. Clerked does not use Paid or Voided as invoice workflow statuses.
If a status looks unexpected
- Refresh the invoice before acting, because processing and approval updates can change its status.
- Open the invoice and read any notice near the invoice title. The notice usually explains what needs attention.
- If the status does not change after you complete the requested action, contact your Clerked contact or support with the invoice number and current status.