Every invoice / payment in Adfin carries a status that tells you where it has got to, and that status decides what you can do with it. This guide covers what each status means, the actions available at each one, and where to look to see what has already happened.
What each status means
Adfin collects in two ways. On Demand sends your customer a one-time payment request they settle by card, Apple Pay, Google Pay or pay by bank. Auto Collect takes the money by direct debit on the due date. Statuses apply to both unless the table says otherwise.
Status | What it means | What you can do |
Draft  | Added to Adfin, not yet sent to your customer or scheduled for collection. | Edit it, send it, or delete it. |
Outstanding | Sent to your customer and not yet past the due date. | Mark as paid, void, delete, resend it, change the collection method, or pause reminders and collection. |
Overdue  | Sent to your customer and past the due date. | Mark as paid, void, delete, resend it, change the collection method, or pause reminders and collection. |
Scheduled  | A direct debit collection is booked for a future date. Auto Collect only. | Mark as paid, void, delete, change the collection method, or pause collection. |
Submitted  | The direct debit instruction is with your customer's bank. The invoice stays here until the payment is confirmed. If you use Xero or QuickBooks, this is when Adfin marks the payment as paid in your accounting software. Auto Collect only. | The collection cannot be stopped or changed, so mark as paid, void, delete and pause are not offered on a Submitted invoice. You can still cancel future retries from More actions. |
Paid  | Paid in full, either through Adfin or by being marked as paid. | Nothing further is needed. If you marked it as paid by mistake, unmark it. |
Settled  | Adfin has paid the money out to your bank account. Applies to invoices paid through Adfin. | Nothing further is needed. |
Void  | Cancelled and no longer being collected. It stays visible for your records. | Delete it. |
Two things affect whether Void and Delete are available. Both need the invoice to be at a status that allows them, and both need the invoice to have no payments recorded against it. An invoice with a part payment on it cannot be voided or deleted.
If a direct debit collection fails, for example because there were not enough funds in your customer's account, the invoice moves back to Scheduled and Adfin retries it according to your customer agent settings.
Stopping or editing a collection
While an Auto Collect invoice is Scheduled, the direct debit has not been sent to the bank yet and you can still stop it and edit. In the Payments view, select the invoice and open the side drawer. Under More Actions you will see Mark as paid, Void and Delete. Pause has its own button. You can also edit the invoice, in Adfin or in your accounting platform
Which action should you choose?
All four of these stop the collection. What changes is the effect on your accounting software, so if you are connected to Xero or QuickBooks it is worth choosing deliberately.
Action | What happens to the invoice in Xero or QuickBooks |
Pause collection | Nothing. It stays exactly as it is. |
Mark as paid | Nothing. Record the payment in your accounting software yourself. |
⚠️ Void | It is voided there too. Only choose this if you want it cancelled in both places. |
Delete | It stays there, but is no longer linked to Adfin. |
If you simply want to stop this collection and leave the invoice as it is, pause collection is the safest choice. See How to pause reminders and collection.
Once the invoice reaches Submitted, the instruction is with the bank and the collection will go ahead. If you need to, wait for it to settle, then refund your customer directly by bank transfer or another method outside Adfin. See Why can't I cancel, stop or edit a direct debit payment?.
Status and credit control status are different things
The Payments view gives you two separate reads on every invoice, and each answers a different question.
Status is where the invoice has got to, using the statuses above: Draft, Outstanding, Overdue, Scheduled, Submitted, Paid, Settled or Void. This is the one that governs which actions are available to you.
Credit control status is whether we expect you to be paid on time. It only ever shows Expected, At risk or Confirmed.
Credit control status | What it means |
Expected | Not paid yet, and on track. |
At risk | Past the due date and not paid. An Overdue invoice is always At risk. Auto Collect payments that are Scheduled or Submitted are not counted as at risk, unless a previous collection attempt has failed. |
Confirmed | Paid, but not yet paid out to you. |
How invoices from Xero and QuickBooks arrive
The status an imported invoice lands on depends on the customer agent's collection method and whether your customer has an active direct debit mandate. Invoices still sitting in draft in your accounting software are not imported, so approve them first.
Approved invoices for customers with an active mandate on an Auto Collect agent land in Scheduled, ready for collection on the due date.
Approved invoices for customers on an On Demand agent, or without an active mandate yet, land in Outstanding.