On Demand invoices
Statuses for On Demand invoices (sent to the customer as a one-time payment request for payment by Apple Pay, Google Pay, Card or Pay by bank):
Draft: Added to Adfin but not yet sent to the customer. You can edit and delete invoices in draft state.
Outstanding: Sent to the customer for payment and still before the due date.
Overdue: Sent to the customer for payment and passed the due date.
Paid: The invoice has been paid, either by an Adfin payment or marked as paid from an external payments.
Settled: Adfin has paid you out for the invoice (only relevant for invoices that were paid using Adfin payments).
Void: The invoice has been cancelled and will no longer be collected. Voided invoices remain visible for reference but are not actionable.
Auto Collect invoices
Statuses for Auto Collect invoices (to be collected via direct debit):
Draft: Added to Adfin but not yet scheduled. You can edit and delete invoices in draft state.
Scheduled: There is a direct debit payment scheduled to be initiated at a future date. A Scheduled invoice can still be Voided and the amount can be changed.
Submitted: The direct debit payment has been initiated with the customer's bank. The invoice will stay in Submitted until the direct debit payment is confirmed and paid out to you. If you use Xero or QuickBooks, this is also when Adfin marks the payment as paid in your connected accounting software.
Paid: The invoice has been paid, either by an Adfin payment or marked as paid from an external payments.
Settled: Adfin has paid you out for the invoice (only relevant for invoices that were paid using Adfin payments).
Void: The invoice has been cancelled and will no longer be collected. You can void an Auto Collect invoice while it's in Scheduled. Once it transitions to Submitted, cancellation is no longer possible.
If you are using Xero or QuickBooks, the status of an imported invoice depends on the workflow and whether your customer has an active direct debit mandate:
Approved invoices for customers with an active direct debit mandate (Auto Collect workflow) land in Scheduled, ready for collection on the due date.
Approved invoices on the On Demand workflow, or for customers without an active mandate yet, land in Outstanding.
If a direct debit payment fails (e.g. insufficient funds on the customer's account) the invoice transitions back to Scheduled and we'll retry the collection according to your workflow.
Actions based on Auto Collect status
Scheduled — you can still cancel the collection because the payment hasn't been initiated yet. In the Payments view, select the invoice, open the side drawer, and click More actions → Mark as paid, Void, or Delete.
Submitted — cancellation is no longer possible. Wait for the payment to settle, then process a refund if needed. Refunds need to be arranged directly with your customer via a non-Adfin payment method, such as a bank transfer.
Tracking invoice activity
You can refer to the ACTIVITY column in the Invoices view for more information on:
When an invoice was sent
The last time the payment link was opened
When an invoice was paid
If there is a pending mandate with the customer
When the payment will be collected, including any retries that are happening
When the payment is expected to reach your bank